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User Manual

User Manual
User Manual
Integrated inventory and accounting
software for furniture retailers
E Inventory Control
E Accounts Receivable
E Accounts Payable
E General Ledger
E Demographics
E Calendar
E Payroll
E Time Clock
E Customer Service
E Mailing List
E Chart of Accounts
E Backup
Quick Start on page 20
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No part of this document may be reproduced or transmitted in any form, in whole or part, electronic or mechanical,
for any purpose, without the prior written consent of Next Five Inc.
Copyright 2008 Next Five Inc. All rights reserved.
Information in this document is subject to change without notice. Companies, names and data used in examples
herein are fictitious unless otherwise noted. All statements, technical information, and recommendations in this
manual and in any guides or related documents are believed reliable, but the accuracy and completeness thereof
are not guaranteed or warranted, and they are not intended to be, nor should they be understood to be, representa-
tions or warranties concerning the products described. Next Five Inc. reserves the right to make changes in the
specifications of the products described in this manual at any time without notice and without obligation to notify any
person of such changes.
Microsoft, MS-DOS, Windows and Windows NT are either registered trademarks or trademarks of Microsoft Corpo-
ration. All other product and company names mentioned herein are registered trademarks, trademarks or service
marks of their respective owners.
Printed in USA
By Next Five Inc.
09/22/08
Genesis User Manual
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User Manual
Table of Contents
Chapter 1: Introduction.....................................................................18
Feature Overview ..................................................................................................................................... 19
Quick Start ................................................................................................................................................ 20
Chapter 2: Before You Begin............................................................21
System Requirements.................................................................................................................. 21
Setting Up Your Network.............................................................................................................. 21
Test Network Connection ................................................................................................ 21
Windows NT ........................................................................................................ 21
Windows XP........................................................................................................ 22
Mapping a Network Drive ............................................................................................... 22
Windows NT ........................................................................................................ 22
Windows XP........................................................................................................ 22
Mapping a Drive .................................................................................................. 22
Using Windows XP.......................................................................................................... 22
Using Terminal Server with Genesis ............................................................................... 23
Virus Protection Software ................................................................................................ 25
Chapter 3: Installing Genesis ...........................................................26
Overview ...................................................................................................................................... 26
Workstation Installation ................................................................................................................ 26
Installing from a Disk ....................................................................................................... 26
Troubleshooting ............................................................................................................... 27
Installing via the Web ...................................................................................................... 27
Troubleshooting ............................................................................................................... 28
Data Installation ........................................................................................................................... 29
Setup Workstation Desktops ....................................................................................................... 29
Screen Resolution ........................................................................................................... 29
Creating a Practice Version of Genesis (optional)....................................................................... 31
Upgrading Your System............................................................................................................................ 32
Installing an Upgrade ................................................................................................................... 32
Adding a Workstation................................................................................................................... 32
Chapter 4: Setting Up Genesis.........................................................34
Data File Location Overview ........................................................................................................ 34
Launching Genesis................................................................................................................................... 35
License Management ............................................................................................................................... 36
Chart of Accounts ..................................................................................................................................... 37
Launching the Chart of Accounts ................................................................................................. 37
Creating & Editing Accounts ........................................................................................................ 38
Account Ranges........................................................................................................................... 38
Required Accounts ....................................................................................................................... 39
Inventory Control System (ICS Setup) ..................................................................................................... 40
Launch the ICS Setup Program................................................................................................... 40
Set the Data File Location............................................................................................................ 40
Inventory Departments ................................................................................................................. 41
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Department Setup............................................................................................................ 41
Fiscal Month Starting Point ................................................................................. 42
Sub-Department Setup.................................................................................................... 42
User Defined Fields Setup .............................................................................................. 42
Cost / Pricing Options ...................................................................................................... 43
Choosing Between Replacement Cost and Weighted Average .................... 43
Dont Update Cost When Receiving ................................................................... 44
Selecting Automatic Pricing Options ................................................................... 44
View Item Screen Setup .................................................................................................. 44
Commission Plan ......................................................................................................................... 46
Working on a Written or Delivered Basis ........................................................................ 46
Commission Basis ........................................................................................................... 47
Commission Table ........................................................................................................... 48
Commission Plan Examples ............................................................................... 49
Paying An Alternate Commission Rate on Fabric Protectors ......................................... 50
Non-Commission Items ................................................................................................... 50
Salespeople ................................................................................................................................. 50
General Company Information..................................................................................................... 51
Company Address(es) ..................................................................................................... 51
Passwords ....................................................................................................................... 51
Function Based Password Protection ................................................................. 52
User Based Password Protection ....................................................................... 52
Setting Up a User Based Password Profile............................................ 52
Deleting a User Based Password Profile ............................................... 53
GL Account Numbers ................................................................................................................... 53
Designating Sales Account Numbers .............................................................................. 53
Designating Other Account Numbers .............................................................................. 54
Sales Tax Rates ........................................................................................................................... 55
Miscellaneous POS Options ........................................................................................................ 56
Report Printing Preferences ........................................................................................................ 61
Purchase Order Printing Preferences.......................................................................................... 61
Invoice Printing Preferences ........................................................................................................ 67
Custom Options ........................................................................................................................... 73
Email Settings .............................................................................................................................. 77
Exit the ICS Setup Module ........................................................................................................... 78
Accounts Receivable (A/R Setup) ............................................................................................................ 79
Launch the A/R Setup Module ..................................................................................................... 79
General Setup .............................................................................................................................. 79
Customer Defaults ....................................................................................................................... 81
Installment Versus Revolving Accounts........................................................................... 81
Creating Default Settings ................................................................................................ 82
Past Due Letters .......................................................................................................................... 83
Contract Insurance....................................................................................................................... 84
Printing/Other Setup .................................................................................................................... 84
Customer Service ..................................................................................................................................... 86
Launch the Customer Service Module ........................................................................................ 86
Data File Location ........................................................................................................................ 86
Printer Setup ................................................................................................................................ 86
Setup Miscellaneous Options ...................................................................................................... 86
Enter Service Peoples Names .................................................................................................... 87
Service Fee Schedule .................................................................................................................. 88
Email Setup.................................................................................................................................. 89
Mailing List ................................................................................................................................................ 90
Launch the Mailing List ................................................................................................................ 90
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Data File Location ........................................................................................................................ 90
Printer Setup ................................................................................................................................ 90
Default Setup ............................................................................................................................... 90
Exit the Mailing List Module ......................................................................................................... 91
Accounts Payable..................................................................................................................................... 92
Launch the Accounts Payable Module......................................................................................... 92
Data File Location ........................................................................................................................ 92
Master Password ......................................................................................................................... 92
Posting Defaults ........................................................................................................................... 93
Posting Method Comparison ........................................................................................... 95
Check Creation Method ............................................................................................................... 95
Printer Setup ................................................................................................................................ 96
Check Printing Defaults ............................................................................................................... 96
Laser Check Defaults ...................................................................................................... 96
Dot Matrix Check Defaults............................................................................................... 97
1099 Printing Defaults.................................................................................................................. 97
Discount Table.............................................................................................................................. 98
Display Settings ........................................................................................................................... 99
Check for Duplicate Invoice Numbers ......................................................................................... 99
Exit the Accounts Payable Module ............................................................................................ 100
Payroll ..................................................................................................................................................... 101
Launch the Payroll Module ........................................................................................................ 101
Set the Data File Location.......................................................................................................... 101
Payroll Password ....................................................................................................................... 101
Printer Setup .............................................................................................................................. 102
Compatible Checks ....................................................................................................... 102
Laser Check Defaults .................................................................................................... 102
Dot Matrix Check Defaults............................................................................................. 102
Troubleshooting: ............................................................................................................ 103
General Rates and Limits .......................................................................................................... 103
State Withholding Tables ........................................................................................................... 105
Federal Withholding Tables ....................................................................................................... 106
Deduction Descriptions .............................................................................................................. 107
Deduction Examples...................................................................................................... 107
Payroll Posting Defaults ............................................................................................................. 108
Payroll Liabilities Defaults .......................................................................................................... 109
Exit the Payroll Module .............................................................................................................. 110
TimeClock............................................................................................................................................... 111
Desktop Shortcut ....................................................................................................................... 111
Employee Passwords ................................................................................................................ 111
General Ledger Setup (G/L Setup) ........................................................................................................ 112
Launch the General Ledger Setup Module (G/L Setup) ............................................................ 112
Data File Location ...................................................................................................................... 112
Location Names ......................................................................................................................... 112
Fiscal Calendar .......................................................................................................................... 112
Financial Statements.................................................................................................................. 113
Completing the Account Ranges Table ......................................................................... 114
Completing the Format Ranges Table........................................................................... 115
Cash Flow Statement ................................................................................................................. 115
Introduction .................................................................................................................... 115
Setting Up The Cash Flow Statement ........................................................................... 116
Operating Activities Setup ................................................................................. 116
Investing Activities Setup .................................................................................. 116
Financing Activities Setup ................................................................................. 117
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How To Analyze Your Cash Flow Statement ................................................................. 117
Operating Activities ........................................................................................... 117
Investing Activities ............................................................................................. 118
Financing Activities............................................................................................ 118
Printing the Cash Flow Report ...................................................................................... 118
Summary ....................................................................................................................... 118
Financial Ratios ......................................................................................................................... 118
Ratio Descriptions ......................................................................................................... 118
Setting Up Your Formulas ............................................................................................. 120
Key Account Numbers ............................................................................................................... 121
Printer/Screen Setup.................................................................................................................. 122
Master Password ....................................................................................................................... 123
Exit the General Ledger Setup Module ..................................................................................... 123
Archives .................................................................................................................................................. 125
Launch the Archives Module...................................................................................................... 125
Data File Location ...................................................................................................................... 125
Printer Setup .............................................................................................................................. 125
Genesis Calendar ................................................................................................................................... 126
Launch the Calendar.................................................................................................................. 126
Setup the Calendar .................................................................................................................... 126
General Setup................................................................................................................ 126
E-Mail Setup .................................................................................................................. 127
Advanced Setup ............................................................................................................ 128
Chapter 5: Backing Up & Restoring............................................... 130
Genesis Backup Utility ........................................................................................................................... 131
Recommendations ..................................................................................................................... 131
Setup the Backup Program........................................................................................................ 131
Backup Your Files ...................................................................................................................... 132
Review Backup Results ............................................................................................................. 133
Verifying Files Were Backed Up ................................................................................................ 133
Troubleshooting: ........................................................................................................................ 134
Restoring Your Data ................................................................................................................... 135
Restoring From a CD: ................................................................................................................ 136
Genesis Weblink .................................................................................................................................... 137
Chapter 6: Preparing to Go Live ................................................. 140
Overview .................................................................................................................................... 140
Selecting a Go Live Date ..................................................................................................................... 141
Inventory Control System & A/R............................................................................................................. 142
Create your List of Manufacturers ............................................................................................. 142
Create Item Masters................................................................................................................... 142
Enter Inventory Quantities ......................................................................................................... 142
Enter Current A/R and Customer Deposit Balances ................................................................. 143
Finalize the Day ......................................................................................................................... 144
Create open purchase orders .................................................................................................... 145
Close the Month in ICS .............................................................................................................. 146
Mailing List .............................................................................................................................................. 147
Update Mailing List .................................................................................................................... 147
Sort Mailing List .......................................................................................................................... 147
Accounts Payable................................................................................................................................... 148
Enter Vendor Records................................................................................................................ 148
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Enter Open AP Invoices ............................................................................................................. 148
Print a Vendor Balance Report .................................................................................................. 148
Payroll & Time Clock .............................................................................................................................. 149
Create Employee Records......................................................................................................... 149
Enter Employee Year-to-Date Totals.......................................................................................... 149
Setup Employee Passwords in Time Clock ............................................................................... 149
General Ledger ....................................................................................................................................... 150
Enter GL Opening Balances ...................................................................................................... 150
Summary ................................................................................................................................................ 151
Checklist ..................................................................................................................................... 151
Chapter 7: Inventory Control System (ICS) ...................................152
Overview .................................................................................................................................... 152
Daily Procedures ........................................................................................................................ 152
Order Processing.................................................................................................................................... 154
Setting the Processing Date ...................................................................................................... 154
Sales Invoices ............................................................................................................................ 154
Creating a Sales Invoice................................................................................................ 154
Changing a Sales Invoice.............................................................................................. 163
Troubleshooting: ................................................................................................ 164
Voiding a Sales Invoice ................................................................................................. 164
Receiving Payments .................................................................................................................. 165
Non Sufficient Funds: .................................................................................................... 166
Recording a Delivered Sales Invoice......................................................................................... 166
How this feature works .................................................................................................. 166
When Working on a Delivered Basis... ............................................................. 166
Examples of Bookkeeping Entries: ...................................................... 167
When Working on a Written Basis... ................................................................. 167
Delivering All Items ........................................................................................................ 167
Delivering a Partial Invoice ............................................................................................ 168
Using Manual Bookkeeping........................................................................................... 168
Return Invoices .......................................................................................................................... 170
Special Notes................................................................................................................. 170
General .............................................................................................................. 170
Returning Items Sold Against Stock Orders ..................................................... 171
Returning Special Order Items.......................................................................... 171
Applying a Payment from a Return Sale to Another Invoice ............................ 171
Returning Items That Have Been Deleted ........................................................ 171
Using the Clearing Account with Returns ...................................................................... 172
Gift Certificates........................................................................................................................... 174
Contributing Inventory to Charities ............................................................................................ 177
Quotes ........................................................................................................................................ 177
Changing a Quote ......................................................................................................... 177
Turning a Quote Into a Sale .......................................................................................... 178
Deleting a Quote............................................................................................................ 178
Looking up a Customers Account ............................................................................................. 178
The Customer Account Screen ..................................................................................... 180
Written Account Totals....................................................................................... 180
Account Setup Status........................................................................................ 180
Payment History ................................................................................................ 180
View History Button ........................................................................................... 180
Changing a Customers Name/Address........................................................................ 181
The Life of a Special Order ........................................................................................................ 183
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Delivery Scheduling................................................................................................................................ 184
Setting up your Delivery Schedule............................................................................................. 184
Scheduling Deliveries ................................................................................................................ 185
Creating a New Delivery ................................................................................................ 185
Changing a Delivery ...................................................................................................... 186
Changing Picking Locations for an Invoice....................................................... 186
Setting Up Delivery For Selected Items on An Invoice ..................................... 186
Delivering an item from stock that was previously setup as a special order .... 186
Deleting a Delivery ........................................................................................................ 186
Previewing a Daily Delivery Schedule ....................................................................................... 187
Searching the Delivery Schedule............................................................................................... 187
Print Delivery Tickets & Picking List ........................................................................................... 187
Exporting the Delivery Schedule to a Text File.............................................................. 188
Using Microsoft Streets and Trips With the Delivery Schedule..................................... 188
Record a Delivery....................................................................................................................... 189
View Undelivered Items Report ................................................................................................. 189
View Delivered Sales Report ..................................................................................................... 189
Accounting Functions ............................................................................................................................. 191
Finalizing the Day (Closing) ....................................................................................................... 191
Tasks Accomplished ...................................................................................................... 192
Checking your DSR for Accuracy .................................................................................. 192
Creating a Miscellaneous Journal Entry........................................................................ 193
Viewing a report from a previously finalized day........................................................... 193
Adding sales to a day thats already been finalized ...................................................... 193
Correcting a Duplicate Finalization ............................................................................... 195
DSR Sections Explained ............................................................................................... 197
Paying Commissions ................................................................................................................. 199
Setting Up Your Commission Plan ................................................................................ 199
How and When Commissions Get Calculated: ............................................................. 199
Printing the Commission Report ................................................................................... 200
Fabric Protector Close Ratios ........................................................................... 200
Paying Sales Taxes .................................................................................................................... 200
Setting Up Your Sales Tax Rates .................................................................................. 200
How Sales Taxes Are Tracked....................................................................................... 200
Printing the Sales Tax Report ........................................................................................ 201
Bookkeeping Audit Trail ............................................................................................................. 201
Month/Year-End Reset ............................................................................................................... 202
Checking The Closing History ....................................................................................... 203
General Ledger Integration ........................................................................................................ 203
Comparing Sales Totals on Reports in Genesis ........................................................................ 203
Why is the Sales Total on my Profit & Loss Statement (or Daily Sales Report) different from
Reports in ICS? ............................................................................................................. 203
Why is my Sales Total on My Sales Tax Report Different from other reports? ............. 204
Why is my Sales Total on My Commission Report Different from other reports?......... 204
Inventory Costing FAQs ............................................................................................................. 206
Switching from a Delivered to Written Accounting Basis........................................................... 210
Switching from a Written to Delivered Accounting Basis........................................................... 210
Inventory Management Functions .......................................................................................................... 211
Inventory Item Maintenance....................................................................................................... 211
Creating Your List of Manufacturers .............................................................................. 211
Sorting Your List of Manufacturers ................................................................................ 212
Viewing Existing Items................................................................................................... 212
Lookup Items by Bar Code Number ................................................................. 214
Item Masters .................................................................................................................. 214
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Creating A Single Item Master .......................................................................... 214
Creating Multiple Item Masters ......................................................................... 219
Importing Item Masters - Paste from a spreadsheet ........................................ 220
Changing Item Masters ..................................................................................... 223
Deleting Item Masters ....................................................................................... 224
Transferring Inventory Items .......................................................................................... 224
Creating a New Transfer Order ......................................................................... 225
Changing a Transfer Order ............................................................................... 226
Printing a Transfer Order................................................................................... 226
Receiving a Transfer Order ............................................................................... 226
Deleting a Transfer Order.................................................................................. 226
Printing a List of Transferred Items ................................................................... 226
Printing tags for Transferred Items.................................................................... 227
Using Groups ................................................................................................................. 227
Creating a New Groups ..................................................................................... 227
Changing a Group ............................................................................................. 228
Deleting a Group ............................................................................................... 228
Using a Group on a Sales Invoices................................................................... 228
Bar Codes for Item Groups ............................................................................... 228
The Item Group Report ..................................................................................... 228
Item Wizards.................................................................................................................. 228
Creating ............................................................................................................. 228
Changing ........................................................................................................... 229
Deleting ............................................................................................................. 230
Mass Price Updates ...................................................................................................... 230
Foreign Currency Manager............................................................................................ 232
When Do Item Master Quantities Get Updated? .......................................................... 234
Ordering/Receiving Inventory (Purchase Orders) ..................................................................... 235
Creating New - Manually ............................................................................................... 235
Changing ....................................................................................................................... 237
Deleting.......................................................................................................................... 237
Automatically Creating P.O.s For Special Order Customers......................................... 237
Deleting Items From the Special Order Pending File ....................................... 238
Automatically Create P.O.s For Stock (using Reorder Points) ...................................... 238
When to Create Automatic Orders .................................................................... 238
Creating an Automatic Stock Order .................................................................. 239
Modifying Your Reorder Points ......................................................................... 239
Printing the Reorder Report .............................................................................. 241
Other Reorder Reports ...................................................................................... 241
Receive a Purchase Order into Inventory ..................................................................... 242
Setting Up A/P Invoices While Receiving ......................................................... 242
The Freight Calculator....................................................................................... 243
Handling Overshipments ................................................................................... 243
Handling Undershipments................................................................................. 244
View a Receiving Report ............................................................................................... 244
View the Original Purchase Order ................................................................................. 244
Fax Purchase Orders .................................................................................................... 244
Preliminary Steps .............................................................................................. 245
Setting up Your Fax Modem ................................................................. 245
Enter Fax Numbers for Suppliers ......................................................... 245
Creating Order Tracking Letters ........................................................... 245
On Demand Faxing............................................................................... 246
Scheduled Faxing ................................................................................. 247
Email Purchase Orders (WebLink) ................................................................................ 248
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Preliminary Steps .............................................................................................. 248
On Demand Emailing ........................................................................................ 248
Batch Emailing .................................................................................................. 248
Checking the Delivery Status of Documents Sent with WebLink ..................... 249
Order Acknowledgment Letters ..................................................................................... 249
Setting up Your Letter ........................................................................................ 249
Printing Acknowledgment Letters ..................................................................... 249
Emailing Acknowledgment Letters.................................................................... 249
Set up a New Manufacturer ........................................................................................... 249
View a Report for all open Purchase Orders................................................................. 249
Reserved Items FAQ ..................................................................................................... 251
Lay Away Manager ........................................................................................................ 253
Reconciling Inventory................................................................................................................. 255
Physical Counts (without bar code equipment) ............................................................. 255
Using Bar Code Equipment ........................................................................................... 256
Using the M5900............................................................................................................ 261
Using the M3000............................................................................................................ 263
Additional Inventory Management Options................................................................................ 265
Using Mini-Scanners ..................................................................................................... 265
Setting Up the Mini-Scanner ............................................................................. 265
Using the Mini-Scanner ..................................................................................... 266
At Point of Sale ..................................................................................... 266
To Create New Purchase Orders.......................................................... 266
To Receive a Purchase Order .............................................................. 267
To Create a Transfer Order ................................................................... 267
To Receive a Transfer Order ................................................................ 267
Bin Location Tracking .................................................................................................... 267
Activating Bin Location Tracking ....................................................................... 267
Selling an Item with Bin Tracking Activated ...................................................... 268
Delivering an Item with Bin Tracking Activated ................................................. 268
Receiving an Item with Bin Tracking Activated ................................................. 268
Reports with Bin Tracking ................................................................................. 268
Serial Number Tracking ................................................................................................. 269
Bar Code Catalog .......................................................................................................... 270
Item Photos.................................................................................................................... 270
Supported Graphics File Formats ..................................................................... 270
Obtaining Picture Files ...................................................................................... 270
Assigning a Picture to An Item Master .............................................................. 270
Viewing an Item Picture .................................................................................... 270
Printing a Picture ............................................................................................... 271
Printing the Item Master Picture Report ............................................................ 271
Inventory Management Reports................................................................................................. 272
Manufacturers Comparison .............................................................................. 272
Current Inventory Summary & Open to Buy Report ......................................... 272
Item Summary Report ....................................................................................... 273
Floor Stocking Report ....................................................................................... 273
Sales & Marketing Functions ................................................................................................................. 275
Printing Price Tags & Labels ...................................................................................................... 275
Accessing the Price Tags & Labels area ....................................................................... 275
Choose Your Printing Materials ..................................................................................... 275
Setup Your Printer.......................................................................................................... 275
Select Your Design Options ........................................................................................... 276
Price Tag Design Options: ................................................................................. 276
Label Design Options: ....................................................................................... 280
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Select Your Pricing Options ........................................................................................... 281
Print Tags ....................................................................................................................... 283
Price Tag Examples .......................................................................................... 285
Sales & Marketing Reports ........................................................................................................ 286
Daily Sales Report ......................................................................................................... 286
Standard Sales Analysis Report .................................................................................... 287
Prime Performers Sales Analysis Report ...................................................................... 289
Price Point Analysis ....................................................................................................... 289
Delivered Sales Report .................................................................................................. 289
Undelivered Items Report .............................................................................................. 290
Old Stock Report & Markdown Schedule ...................................................................... 290
Pricing Alert Report ........................................................................................................ 290
The Archives .................................................................................................................. 291
Mailing List ..................................................................................................................... 291
ClearView Demographics .......................................................................................................... 292
Overview ........................................................................................................................ 292
Setting Up ...................................................................................................................... 292
Collecting Customer Responses ................................................................................... 292
Analyzing Customer Responses ................................................................................... 292
View Responses................................................................................................ 292
View/Print a Report ........................................................................................... 293
Export to A Text File........................................................................................... 293
Export to a Microsoft Excel Spreadsheet .......................................................... 293
Print Mailing Labels ........................................................................................... 294
Maintenance Functions .......................................................................................................................... 295
Reorganize Master Files ............................................................................................................ 295
Reconcile on-order levels .......................................................................................................... 296
Other Miscellaneous Options ................................................................................................................. 297
Export to text file ........................................................................................................................ 297
Send an Email Message ............................................................................................................ 298
Polling Importing Daily Files from Branch Stores ................................................................... 298
Overview ........................................................................................................................ 298
Setting Up File Import .................................................................................................... 299
ICS Setup Program........................................................................................... 299
A/R Setup Program........................................................................................... 299
Folder Setup ...................................................................................................... 299
Using Daily Sales Import ............................................................................................... 299
Entering Sales Invoices at Each Branch Store ................................................. 299
Transmitting Sales Invoices to the Home Office............................................... 299
Importing the Daily Files.................................................................................... 300
Print the Daily Sales Report .............................................................................. 300
Transmit the Files Back to Each Branch Store ................................................. 300
Clearing Imported Files ..................................................................................... 300
Managers Dashboard ............................................................................................................................ 301
Chapter 8: Accounts Receivable ....................................................304
Accessing the Accounts Receivable Module ............................................................................. 304
Maintaining Customers Accounts .......................................................................................................... 305
Creating New Customer Accounts ............................................................................................. 305
Manually Creating New Accounts.................................................................................. 305
Calculating a Loan Amount ........................................................................................... 307
Changing Customer Accounts ....................................................................................... 307
Changing a Customers Name and/or Address ................................................ 308
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Posting Transactions.................................................................................................................. 309
Processing Add-on Installment Sales ........................................................................................ 309
Setting up the System ................................................................................................... 309
Completing an Add-on Sale........................................................................................... 310
Viewing a Customers History .................................................................................................... 312
Managing Your Accounts Receivable ..................................................................................................... 314
How Genesis Ages Customer Accounts .................................................................................... 314
Using Installment vs. Revolving Accounts ................................................................................. 315
Applying Late Charges to Installment Type Accounts ............................................................... 315
How Genesis calculates a late charge .......................................................................... 315
Applying Finance Charges to Revolving Type Accounts ........................................................... 317
How Finance Charges are calculated: .......................................................................... 317
Sending Statements for Installment Type Accounts .................................................................. 318
Overview ........................................................................................................................ 318
Setting up Statements ................................................................................................... 318
Printing Statements ....................................................................................................... 319
Printing Statements For All Customers: ............................................................ 319
Printing Statements For Selected Customers: .................................................. 320
Emailing Statements ...................................................................................................... 320
Sending Statements for Revolving Type Accounts .................................................................... 320
Overview ........................................................................................................................ 320
Setting up Statements ................................................................................................... 320
Printing Statements ....................................................................................................... 321
Printing Statements For All Customers: ............................................................ 321
Printing Statements For Selected Customers: .................................................. 322
Emailing Statements ...................................................................................................... 322
Troubleshooting Statement Printing: ............................................................................. 322
Sending Past Due Letters .......................................................................................................... 322
Overview ........................................................................................................................ 323
Setting Up Past Due Letters .......................................................................................... 323
Guidelines ......................................................................................................... 323
Printing Past Due Letters............................................................................................... 323
Printing Past Due Letters By Category ............................................................. 324
Printing Past Due Letters By Customer ............................................................ 324
Emailing Past Due Letters ............................................................................................. 324
Troubleshooting Past Due Letter Printing: .................................................................... 324
Using a 3rd Party for Financing ................................................................................................. 326
Setting up the A/R Category .......................................................................................... 326
Entering the Invoice for Customer ................................................................................. 326
Receiving Payment from 3rd Party................................................................................ 326
Optional: Entering Discounts Manually ......................................................................... 326
Accounts Receivable Reports .................................................................................................... 327
Report Descriptions: ...................................................................................................... 327
Report Options: .............................................................................................................. 328
Report Format: ............................................................................................................... 328
Instructions For Printing A Report .................................................................................. 329
Future Amounts Due Report .......................................................................................... 329
Reconciling Your A/R Account ................................................................................................... 330
Managing Collection Activities................................................................................................................ 332
Customer Collection Information ............................................................................................... 332
Broken Promise Report ............................................................................................................. 332
System Maintenance .............................................................................................................................. 333
Sort Customer File ..................................................................................................................... 333
Eliminate Zero Balance Accounts .............................................................................................. 333
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Account Capacity ........................................................................................................... 334
Viewing Deleted Customer Accounts......................................................................................... 334
Combining Accounts .................................................................................................................. 334
Check Customer Accounts Setup .............................................................................................. 335
Correcting Customer History ..................................................................................................... 336
Setup System to Allow Changes to Customer History .................................................. 336
Change Customer History ............................................................................................. 336
Disable System from Allowing Changes to Customer History ...................................... 337
Chapter 9: Customer Service ......................................................... 338
Accessing the Customer Service Module .................................................................................. 338
Managing Service Records .................................................................................................................... 339
Creating New Customer Service Records ................................................................................. 339
Misc. Service Items........................................................................................................ 342
Editing a Service Record ........................................................................................................... 342
Completing a Service Call ......................................................................................................... 343
Deleting a Service Record ......................................................................................................... 343
Using Warranty Policy Cards ................................................................................................................. 345
Creating New ............................................................................................................................. 345
Changing .................................................................................................................................... 345
Deleting ...................................................................................................................................... 345
Viewing ....................................................................................................................................... 345
Reports ................................................................................................................................................... 346
Scheduled Calls ......................................................................................................................... 346
Completed Calls......................................................................................................................... 346
Service History ........................................................................................................................... 347
Scheduled Contacts ................................................................................................................... 347
Troubleshooting ......................................................................................................................... 347
Integration with other Modules ............................................................................................................... 348
Inventory Control System........................................................................................................... 348
Accounts Payable ...................................................................................................................... 348
Chapter 10: Mailing List .................................................................. 349
Maintaining Your List .............................................................................................................................. 350
Creating New ............................................................................................................................. 350
Option #1 - Automatically............................................................................................... 350
Option #2 - Manually...................................................................................................... 350
Editing ........................................................................................................................................ 351
Deleting ...................................................................................................................................... 351
Sorting Your Mailing List ............................................................................................................ 352
Removing Duplicate Names ...................................................................................................... 352
Removing Old Names ................................................................................................................ 352
Export Names to a File........................................................................................................................... 354
Import Names from a File....................................................................................................................... 355
Sending Letters via WebLink (email) ..................................................................................................... 356
Overview .................................................................................................................................... 356
Setup Letter ................................................................................................................................ 356
Text-Only Email .............................................................................................................. 356
HTML-Based Email ....................................................................................................... 356
Setup Weblink............................................................................................................................ 356
Email Letters .............................................................................................................................. 357
Sending Text-Only Email ............................................................................................... 357
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Sending HTML-Based Email ......................................................................................... 357
Checking the Delivery Status ..................................................................................................... 358
Reports ................................................................................................................................................... 360
Reporting Options ...................................................................................................................... 360
Targeting Options ....................................................................................................................... 360
Record Selection........................................................................................................................ 361
Chapter 11: Accounts Payable .......................................................362
Overview .................................................................................................................................... 362
Enter Vendor Records................................................................................................................ 362
Change Vendor Records ............................................................................................... 364
Delete a Vendor Record ................................................................................................ 365
Enter Open AP Invoices ............................................................................................................. 365
Edit Open Invoices......................................................................................................... 366
Create Checks ........................................................................................................................... 367
Using the Automatic Invoice Scheduler......................................................................... 367
Manually Reviewing Each Check .................................................................................. 368
Check Creation Options .................................................................................... 368
Creating a Quick Check ................................................................................................ 369
Print Checks ............................................................................................................................... 369
Post Checks ............................................................................................................................... 369
What Happens When Checks Are Posted? .................................................................. 370
Viewing History .............................................................................................................. 370
Posting a check to a different checking account ........................................................... 370
Posting a check to a different store location ................................................................. 371
Handling Prepaid Inventory ........................................................................................... 371
Void Checks ............................................................................................................................... 371
View Vendor History ................................................................................................................... 372
Changing Vendor History............................................................................................... 372
Viewing Quick Check History ........................................................................................ 373
Finding an Invoice ...................................................................................................................... 373
View Reports .............................................................................................................................. 374
Report Descriptions ....................................................................................................... 374
Change Distribution Report Dates ............................................................................................. 374
Close the Period ........................................................................................................................ 375
How the Accounting Entries Will Look .......................................................................... 376
Export to Text File ...................................................................................................................... 376
Switching Expense Methods...................................................................................................... 376
Paying AP Invoices by Credit Card ............................................................................................ 377
Chapter 12: Payroll ..........................................................................379
Overview .................................................................................................................................... 379
Employee Records..................................................................................................................... 379
Creating New ................................................................................................................. 379
Year-to-Date Totals ........................................................................................................ 382
Creating Checks ........................................................................................................................ 382
New................................................................................................................................ 382
Review Checks .............................................................................................................. 384
Edit ................................................................................................................................. 384
Print Checks ............................................................................................................................... 384
Post Checks ............................................................................................................................... 385
Voiding Checks .............................................................................................................. 387
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Closing the Year ......................................................................................................................... 388
W-2 Statements.......................................................................................................................... 388
Payroll Bookkeeping Entries...................................................................................................... 390
Employee Payments for Merchandise & Payroll Deductions .................................................... 392
Chapter 13: Time Clock .................................................................. 393
Clocking In / Clocking Out ......................................................................................................... 393
Editing An Entry.......................................................................................................................... 393
Generate a Time Clock Report .................................................................................................. 394
Troubleshooting ............................................................................................................. 394
Chapter 14: General Ledger ........................................................... 395
Overview .................................................................................................................................... 395
Fiscal Month Selection ............................................................................................................... 395
Checks ....................................................................................................................................... 396
Entering Checks ............................................................................................................ 396
Automatically ..................................................................................................... 396
Manually ............................................................................................................ 396
Changing Checks .......................................................................................................... 396
Using FastFind to Change a Check .................................................................. 397
Voiding Checks .............................................................................................................. 397
Automatic Check Posting .............................................................................................. 398
Accounts Payable Checks ................................................................................ 398
Payroll Checks .................................................................................................. 398
Journal Entries ........................................................................................................................... 399
Creating New ................................................................................................................. 399
Manually Creating Journal Entries .................................................................... 400
Changing ....................................................................................................................... 400
Voiding ........................................................................................................................... 401
Automatic Journal Entries ............................................................................................. 401
Inventory Control System Journal Entries ........................................................ 401
Accounts Payable Journal Entries .................................................................... 402
Recurring Journal Entries .............................................................................................. 403
Setting Up.......................................................................................................... 403
Printing a List ..................................................................................................... 403
Using Recurring Entries .................................................................................... 404
Changing ........................................................................................................... 404
Voiding............................................................................................................... 404
General Ledger Reports ............................................................................................................ 404
Report Types.................................................................................................................. 404
Printing Reports ............................................................................................................. 405
Printing Account # History ............................................................................................. 406
Bank Statement Reconciliation .................................................................................................. 407
Adding a New Entry ....................................................................................................... 407
Changing an Entry ......................................................................................................... 408
Troubleshooting ............................................................................................................. 408
Viewing Your Bank Balance ....................................................................................................... 409
Using Whats My Bank Balance .................................................................................. 409
Using the Bank Reconciliation ...................................................................................... 409
Using Account # History ................................................................................................ 409
Making a Deposit ....................................................................................................................... 410
Budget Analysis.......................................................................................................................... 411
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Setting Up Your Budget ................................................................................................. 411
Printing Your Budget Analysis ....................................................................................... 411
Year End Closing ....................................................................................................................... 411
What if I Find A Mistake After Year End Closing? ......................................................... 412
Chapter 15: The Archives ...............................................................413
Overview .................................................................................................................................... 413
Searching For Information ......................................................................................................... 413
Search Tips ................................................................................................................................ 413
Search Examples ....................................................................................................................... 414
Report Options ........................................................................................................................... 414
Sort By ........................................................................................................................... 415
Export to Text Files..................................................................................................................... 415
Label Printing ............................................................................................................................. 415
Choosing Labels ............................................................................................................ 416
Maintenance............................................................................................................................... 416
Rebuild Lookup Indexes ................................................................................................ 416
Repair Damaged History Files ...................................................................................... 416
Chapter 16: Genesis Calendar .......................................................418
Overview .................................................................................................................................... 418
Daily Schedule ........................................................................................................................... 418
Updating Your Daily Schedule ....................................................................................... 418
Previewing a Daily Schedule ......................................................................................... 419
Printing a Daily Schedule .............................................................................................. 419
Searching Your Appointments and Notes...................................................................... 419
To Do List ................................................................................................................................... 419
Adding A Task ................................................................................................................ 419
Deleting a Task .............................................................................................................. 420
Printing a To Do List ...................................................................................................... 420
Exporting a To Do List ................................................................................................... 420
Emailing a Reminder ..................................................................................................... 420
Contact List ................................................................................................................................ 420
Adding a Contact ........................................................................................................... 420
Changing the Order of Entries in the Contact List ........................................................ 421
Printing a Contact List ................................................................................................... 421
Exporting a Contact List to a Microsoft Excel Spreadsheet .......................................... 421
Sending an E-Mail Message to a Contact Person ........................................................ 421
Exit the Genesis Calendar ......................................................................................................... 422
Chapter 17: Obtaining Assistance ................................................. 423
User Manual ............................................................................................................................... 423
Online ......................................................................................................................................... 423
Technical Support ...................................................................................................................... 423
Chapter 18: Supplemental .............................................................. 424
Keyboard Tips & Shortcuts ........................................................................................................ 424
Common Pitfalls! .................................................................................................................................... 425
Report Features in Genesis ................................................................................................................... 426
Viewing a Previously Saved Report - Report Warehouse ............................................ 426
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Quick Chart .................................................................................................................... 427
End of Year Checklist ............................................................................................................................. 428
Opening a New Store ............................................................................................................................. 429
Setup an Additional Store Location (optional): .............................................................. 430
Printing a Screen .................................................................................................................................... 431
Margins and Markups ............................................................................................................................. 432
The Support Utility .................................................................................................................................. 433
Accessing ................................................................................................................................... 433
File Cleanup ............................................................................................................................... 433
File Edit/Misc. Utilities ................................................................................................................ 433
System Logs .............................................................................................................................. 433
File Versions............................................................................................................................... 434
Directory Structures for Genesis ............................................................................................................ 435
Error Messages & Troubleshooting........................................................................................................ 436
The First Thing to check if You Experience Problems. ................................................. 436
Error 53 in the Inventory Control System. ..................................................................... 436
Error 6 and/or error 52 when finalizing a day. ............................................................... 436
Error 13 when viewing A/P Distribution Report ............................................................. 437
Sales Invoices in History are Missing or Incorrect ........................................................ 437
GPF Error (Win95/98 System Errors) ........................................................................... 437
Error 52 when launching the Customer Service module .............................................. 438
Error 76 when launching the Chart of Accounts module............................................... 438
Miscellaneous Troubleshooting ..................................................................................... 438
Index ................................................................................................. 440
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Chapter 1: Introduction
Welcome!
Congratulations on your decision to purchase the best selling Windows based furniture software system.
The exciting features and capabilities within Genesis Advantage are now at your fingertips.
Genesis is user friendly, field tested, expandable, flexible and integrated, empowering your business for
maximum productivity, reducing inventory and boosting sales.
This User Manual will show you how to install, setup and use Genesis. Please follow the instructions
carefully to ensure your system is properly setup from the beginning. We want you to have fun and enjoy
great success in your business with Genesis.
Chapter 1: Introduction
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Feature Overview
The Genesis Turnkey System includes a complete set of integrated Modules, which work together in a
variety of ways. The following chart provides an overview of each modules primary functions.
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Quick Start
O OO OO Install Genesis on each Workstation Chapter 3
Install the Genesis program onto each computer workstation (local drive) on your network (install
into c:\genesis), including any remote computers and the server. Note: Each workstation will require
approximately 100 megabytes of disk space.
O OO OO Install Data CD on Server Chapter 3
If you received a Data CD, install it into the Genesis folder on your server.
O OO OO Set up your Data File Pointers - Chapter 4
Click on the Genesis Logo from the Genesis Main Menu, select Setups and then Data File Loca-
tion. Choose the drive letter and folder where your shared data files are stored on your server (e.g.
G:\Genesis).
O OO OO Set up Workstation Specific Settings - Chapter 4
Go into each module and select any workstation specific settings, including the printer selections
and background images (note: be sure to designate background images located on your local C:
drive and not on your server). This will need to be done from each workstation.
O OO OO Set up each Module - Chapter 4
Complete the setup screens in each module. The ICS, A/R and G/L modules, all have a separate
setup program, accessed by clicking on the Genesis logo from the Genesis Main Menu. The setup
screens for the other modules can be found through the Maintenance menu in each.
O OO OO Enter your Existing Data Chapter 6
Take ending balances in your old system and make them beginning balances in Genesis. Transfer
Open or In Progress items in your old system into Genesis for future completion. Examples:
sales orders that wont be delivered to your customer until after your Go Live date, checking
account balance, customer balances, open purchase orders, open A/P invoices, notes payable
balance, employee YTD wages and G/L account balances.
O OO OO Go Live Chapter 7-15
Begin using Genesis for your daily business, including entering invoices, accepting payments,
recording deliveries, creating purchase orders, writing checks, making journal entries and more.
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Chapter 2: Before You Begin
System Requirements
Genesis operates on a wide variety of desktop computers. Because hardware capabilities are constantly
changing, weve listed both minimum hardware requirements and advised hardware requirements (based
upon todays hardware market.)
Minimum Computer: Pentium 200 Mhz or faster
64 Megabytes of RAM
1.2 Gigabyte of free space on your hard disk drive
Video card and monitor capable of 800x600 resolution
Fax Modem
Operating Systems: Microsoft Windows NT 4.0 (SR5 or later)
Microsoft Windows 2000
Windows Server 2003
Microsoft Windows XP (Home and Pro)
Windows Vista
Advised Computer: Pentium IV 1.8Ghz, or faster
512 Megabytes of RAM
20 Gigabyte Hard Disk Drive
Video card and monitor capable of 800x600 resolution
Fax Modem
Networking: Windows NT 4.0
Windows 2000
Windows XP
Novell Netware
- Multiple stores and warehouses can be connected
via the internet with Microsoft Terminal Services.
Printers: Genesis supports any Windows compatible printer.
Various receipt printers are also supported at point of sale.
Setting Up Your Network
If you will be running Genesis on more than one computer and do not know how to setup your network, you
will need to retain the services of a network administrator. Before installing Genesis on a network, your
network must be setup and functioning properly. Follow these steps to ensure that your computer can See
the other computers on your network.
Test Network Connection
Windows NT
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1 From your Windows Desktop, double-click on the Network Neighborhood icon.
2 The computers on your network will be listed. If you are networked properly, you should be able to see
the computer icon representing your server. Note: You may have to double-click on an icon representing
your network before your computer will be listed.
Windows XP
1 Click on the Start button on your Windows Taskbar and then select My Network Places.
2 The computers on your network will be listed. If you are networked properly, you should be able to see
the computer icon representing your server. Note: You may have to double-click on an icon representing
your network before your computer will be listed.
Mapping a Network Drive
You should have a mapped network drive from each workstation to your server. Check to make sure each
one is mapped correctly by following these instructions.
Windows NT
1 From your Windows Desktop, double-click on the My Computer icon.
2 A drive letter representing your server should be listed if the network drive is mapped properly. If it is not
listed, contact your network administrator to set it up using the Mapping a Drive information below.
Windows XP
1 Click on the Start button on your Windows Taskbar and then select My Computer.
2 A drive letter representing your server should be listed in the Network Drives area, if the network drive
has been mapped properly. If it is not listed, contact your network administrator to set it up using the
Mapping a Drive information below.
Mapping a Drive
1 Create a folder named Genesis on the local drive (c:) of your server (if not already done).
2 Map a network drive from each workstation to the folder on your server that contains the Genesis folder
(C:). Make sure each workstation uses the same drive letter to designate the server (g: is recom-
mended and is referenced throughout this Guide). Note: You can alternatively map the network drive to
the actual Genesis folder on your server. However, the instructions throughout this Guide assume that
the drive is mapped to the folder containing the Genesis folder. Also, do not map the drive to a folder
higher in the hierarchy, or else you will not be able to set the data files correctly in a later step. It is
highly recommended that this folder be named Genesis. However, if another name must be used,
make sure that it does not contain more than eight characters.
Troubleshooting:
On computers running some operating systems, if you map a drive to a network share, the mapped drive
may be disconnected after a regular interval of inactivity. This behavior occurs if the network share com-
puter runs Microsoft Windows NT 4.0, Windows 2000 or Windows Server 2003. The mapped drive is
quickly reconnected if you try to access or browse the mapped drive. However, this behavior can cause
data problems within Genesis and will need to be disabled. To do this, change the default time-out period
on the shared network computer by using the Registry Editor to set the autodisconnect to -1. Detailed
instructions can be found at Microsofts website.
Using Windows XP
In order for Genesis to work correctly with Windows XP, you will need to do the following:
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Make sure the following areas of your network have full read-write privileges:
- The Genesis folder on your server
- The Genesis folder on your workstations
- The root of C: on your workstations
Optional: Disable the Time/Date Synchronization feature on your network (if not a domained network).
Some networks will encounter problems due to Windows automatic date changes. Alternatively, if
someone needs to change their system date for processing in Genesis, they can enable a batch pro-
cessing date option in ICS Setup, so they do not affect other users system dates.
Using Terminal Server with Genesis
Windows Terminal Services allows remote users to be connected into a centralized database at the same
time as users from other remote stores. The entry work performed at the remote sites automatically updates
the centralized data. This allows for more immediate and accurate knowledge so all users see specific
information in real time.
Terminal Services provides the best performance and reliability when used with a high speed phone con-
nection (DSL, ISDN, Cable). Since all processing takes place on the server, you will need at least one
installed copy of Genesis on the server for each remote location that is connected to the server. A single
data folder on the server contains the Genesis shared data files. A setup option in each installed copy of
Genesis tells the software to look at this folder for data.
If you will be using Terminal Services in conjunction with Genesis, you will need to create separate Genesis
folders on the terminal server for each remote location. Each folder needs to contain its own copy of the
Genesis program and the folder names should not be longer than eight characters. The remote stores will
run the program from their own folder on the server, but look to the main Genesis folder for the data. Do not
setup just one folder for all workstations to use as you will encounter difficulties with printers and worksta-
tion specific settings.
The remote workstations are simply displaying screen pictures and managing printing at the remote site.
Genesis is not installed at the remote sites because the software is actually running on the server. As such,
the remote workstation hardware requirements are dictated by the Terminal Services client software you are
running at the remote locations.
You will want to have a qualified network technician setup the usage of Terminal Services on your network.
Genesis will work within the environment of Terminal Services, but Genesis technicians do not handle the
support of Terminal Services or other networking related issues.
Example of setup using Terminal Service:
The diagram below provides an example of how to setup the folders on the server when using Terminal
Service in a Wide Area Network (WAN). The example assumes there are three remote store locations with
one computer at each store. A folder is created for each remote store and a Genesis folder for where the
shared data is stored. The Genesis program is then installed into each store location folder. The data file
pointers are set to look to the Genesis folder. This is done within the program for each store location.
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When the user logs into their Terminal Service session, they use the program from the folder for their
remote location. This is important so that printer and other workstation settings can be selected and not
overwritten by other stores who may have different models of printers. For example, the Eugene store
computer would be using the program installed in the GenEug folder, and would select (for example) their
HP printer from within the Genesis software. The printer selection is automatically stored in the GenEug
folder. The Salem store would use the program from the GenSal folder and (for example) would select their
Epson printer. The stores are separated into different folders from a program standpoint, however, they both
look to the same Genesis folder for the data. Note: The remote store printer driver also needs to be in-
stalled on the server.
Another possible issue with using TS is that currently you can only use printers that use COM, LPT, or USB
ports. DOT 4 (multi-directional) or other type ports may not work in Terminal Service. When you log into a
TS session, Windows will pickup the default printer on the remote computer and add it to the list of printers
on the server. Printers will not show up on the list of printers in Windows (on the server) if they do not use
the above listed ports, and thus will not be available to select in the Genesis setups. At the time of this
writing, the issue was documented by Microsoft and in some cases there are workarounds (see Microsoft
support document Q302361).
It is also possible to setup a separate server for the data and another separate server as the Terminal
Server. The Terminal Server is the computer the remote stores connect to and where the program is in-
stalled and runs from. The Data is stored on the Main Data server and a network drive is mapped to it from
the Terminal Server.
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Virus Protection Software
Some Virus Protection Software can cause Genesis to run slowly. To help improve the speed, set the virus
scan to exclude Genesis from the constant scan mode.
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Chapter 3: Installing Genesis
Overview
If you will be running Genesis in a network environment, one of your computers will be designated as the
server and the rest of your computers will be designated as workstations.
The server contains your shared data files (e.g. sales invoices, customer history, checks, journal en-
tries). You will set up a Data File Location on each workstation, which specifies where these shared
data files are stored on the server.
Each workstation contains the Genesis Software Program files. As you use the system, files that store
workstation dependent preferences also get stored here (e.g. data file location, report settings, sales
location, printers and display settings).
Workstation Installation
Installing from a Disk
Install the Genesis program onto each computer workstation (local drive) on your network and onto the
server computer. Note: Each workstation will require approximately 100 megabytes of disk space.
Instructions
Windows NT and Windows XP
1 Insert the CD into the CD Drive.
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2 The Genesis Installation program should start automatically. Wait for a minute and if it does not start
automatically, click on Start from the Windows Taskbar, select Run, enter d:\setupex.exe and click
OK. (If another drive letter represents your CD Drive, enter it instead of the d. e.g. if e representa-
tives your CD drive, enter e:\setupex.exe.)
3 Follow the instructions on your screen to complete the setup process.
Troubleshooting
Problem: A message appears that Genesis cannot install.
Solution: Uninstall previous versions of Genesis and then reinstall.
Problem: I insert the Installation CD and nothing happens.
Solution: The Genesis Installation program should start automatically. Wait for a minute and if it does
not start automatically, click on Start from the Windows Taskbar, select Run, enter
d:\setup.exe (or if e representatives your CD drive, enter e:\setupex.exe) and click OK.
Problem: My computer does not have a CD Drive.
Solution: Option #1 - Setup another computer on your network to share its CD Drive.
Option #2 - Use a workstation with a functioning CD Drive to copy the files off the CD and
onto the server. Go to the workstation that doesnt have a CD Drive and copy the files from
the server to the workstation. Run the setupex.exe file from the workstations hard drive.
Option #3 - Install using the web download instead of the CD
Problem: Another application is interfering with the installation program.
Solution: Many programs may run when Windows is on your screen. Some of these programs may
prevent Genesis from being installed on your computer. Disable virus protection software
while you install Genesis. Also, make sure no program applications appear on the task bar.
You can also close RAM resident programs by simultaneously pressing the CTRL, ALT and
DEL keys on your keyboard to display the Task Manager. Highlight the program you want to
remove and click on the End Task button. Be sure NOT to remove the SYSTRAY and
EXPLORER programs from memory.
Problem: After installing and launching the Genesis Opening Menu, a message appears that a dart
related file or component is missing.
Solution: Install the Weblink disk
Problem: A message appears that a file is missing or not registered (usually a .DLL or .OCX file).
Solution: Manually register the file:
A Click on the Start button on your Windows taskbar and select Programs.
C Select MSDOS Prompt.
D When the MSDOS window appears type in cd c:\windows\system and press enter
on your keyboard.
E Type in regsvr32 SSA3D30.ocx (substitute the name of the file that you are trying to
register in place of the SSA3D30.ocx) and press enter on your keyboard.
F You will receive a message that the file is registered. Type exit and press enter on
your keyboard to exit the MSDOS Prompt. Note: If the file does not exist, then you will
need to first copy and paste the file from another computer or contact technical support
for a copy, and then register it.
Installing via the Web
The Genesis program can be installed on your workstation via the web without the need for an installation
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disk. In order to do this, you will need to have a download user ID and password that can be obtained from
your Genesis account manager. Before downloading, be sure you have a recent backup of your data and
that you have exited out of Genesis on all computers. Follow these instructions:
1 Install the System Components - Go to the Genesis website at http://www.genesis4windows.com.
Click on Downloads and enter the username and password for the download area (if you do not know
this password, please contact technical support). Follow the link to download the Basic Installation
Package. Download and run this program in your c:\Genesis folder on the workstation.
2 Download the Genesis Opening Menu - From the download area of the Genesis website, follow the
link to download the Genesis Opening Menu. Save the file, named genesis.exe, in your c:\Genesis
folder on your workstation.
3 Setup a Shortcut to Genesis - Right-click on an empty area on your desktop and choose New Short-
cut. Follow the steps on your screen to create a shortcut named Genesis with a location of
c:\Genesis\genesis.exe.
4 Download Program Updates - Double click on the new Genesis shortcut on your desktop to launch
the Genesis Opening Menu. Then click on the big Genesis logo, select Setups and then Program
Update Setup. Enter your download user ID (make sure DL is included after your user ID in all lower-
case letters) and password and click Save. From the Genesis Opening Menu, click on the big Genesis
logo and select Check for Program Updates. Genesis will automatically connect to the internet,
download and then unzip the program files onto your computer.
Troubleshooting
Problem: Problem when downloading program updates.
Solution: Try the following:
1. Wait and try again - Errors, such as 10060, can happen when the connection to the
server is interrupted. This can occur on the user end if your internet connection is inter-
rupted, or on the FTP server end if there is a lot of traffic. If you receive this error and have
previously been able to download successfully, wait a few minutes and try again.
2. Your userid and password - Check this by clicking on the logo on the Genesis Opening
Menu, selecting Setups and then Program Update Setup. Make sure your userid and
password are in all lowercase with no spaces. The userid should end in dl.
3. Interferring Zip Files - Delete all zip files in your c:\Genesis folder (or from whatever folder
you run the Genesis program from). In some cases, an existing zip file can interfere with the
zip files that are downloaded by the update. To do this, go to your c:\Genesis folder via the
My Computer icon, select View and then Details and then click on the Type column
header to sort the list by type. Then you can scroll through and find all of the zipped files
together, highlight them and press Delete on your keyboard. Note: Zipped files may be
listed as type other than zip, such as winzip or compressed.
4. Firewall Settings - Set up Genesis and Weblink as an exception in your Firewall software.
a) If you are using Windows Firewall, you can access the settings by going to your Control
Panel and opening the Windows Firewall icon. Then click on the Exceptions tab and add
the Genesis program and Weblink program. b) If you are using a Firewall from another
software program, such as Norton, then consult the softwares manual or tech support for
assistance with Firewall settings.
5. Passive FTP - Try the following: Open up your web browser, go to Tools, then Internet
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options, then Advanced and check the box next to Use passive ftp.
6. Read-Only Status - You might get the error 12026 if your files are flagged as read only. To
correct this, go to your c:\Genesis folder (or wherever your Genesis program is run from)
and then go to Edit and Select All (this will highlight all of the files within the Genesis
folder). Then go to File and then Properties. Uncheck the Read-Only box so that there
is nothing in it and then click on Apply or OK.
7. Interferring Program in Resident Memory - Another possibility is that there is an interfering
Genesis program running in resident memory even though the program isnt showing on
screen. Sometimes a program doesnt clear from memory when you close the program. This
can be resolved by restarting the computer and trying again.
Problem: When launching the main Genesis menu, I receive an error about a dart related file.
Solution: Install your Weblink Backup disk and the error will be eliminated.
Data Installation
If you received a data CD from Genesis, follow these instructions to install it.
1 Insert the Data CD into your CD ROM drive on your server computer.
2 The install process should start automatically. If it doesnt, click on Start from the Windows Taskbar and
then select Run. Enter d:\update.exe (your actual CD Drive letter may be something other than d:)
and click OK.
3 A WinZip Self Extractor window will appear. It will show the default setting for the Unzip to folder field
as \genesis and the Overwrite files without prompting box will be checked. If you have installed
Genesis according to the instructions in this document, you will not need to change these settings. Just
click on the Unzip (or Extract) button.
4 When the WinZip Self Extractor is done installing the data files, a window will appear that reads the
files were unzipped successfully. Click OK.
5 You will be returned to the main WinZip Self Extractor window. Click on the Close button.
6 If you are using your server as a workstation and already installed Genesis onto it during a previous
step, skip this step. If not, then you will need to create a Hist folder on your server in the Genesis
folder by following these instructions.
a) From your server, double-click on the My Computer icon on your desktop. Note: Windows XP users
click on the Start button on your windows taskbar and then select My Computer.
b) Double-click on the drive representing your local hard drive (usually represented by C:).
c) Double-click on the Genesis folder.
d) Select File from the menu at the top of the window, then select New and then Folder.
e) A new folder will be created with the text highlighted. Type Hist and then press Enter on your
keyboard.
f) Click on the X in the upper right corner of the window to close it.
Setup Workstation Desktops
Screen Resolution
Genesis is designed for a default screen resolution of 800 x 600 pixels or higher. If your monitor is not set
this resolution or higher, you will experience display problems. To change or verify your current resolution,
follow these instructions.
1 Right-click on an empty area of your desktop and then select Properties.
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2 Click on the Settings tab.
3 Locate the Screen Resolution Slider in the lower left portion of the window and make sure it is set to
800 x 600 resolution or higher.
4 Click OK.
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Creating a Practice Version of Genesis (optional)
Creating a practice version of the software will allow you to practice on the system without affecting your
live data. This can be especially useful while training your employees.
Step #1 - Setup a Practice version of the software on each computer
1 Launch Windows Explorer from the Start menu on your Windows Taskbar.
2 On left side of screen, double-click on the C: drive (or the drive representing your local hard drive where
your Genesis program files are installed).
3 On top menu bar, left click on File, New, and then Folder.
4 With the folder name highlighted, name the folder Practice.
5 On the left hand side of the window, double-click on the Genesis folder.
6 On the top menu bar, click on Edit, and then click on Select All.
7 On the top menu bar, click on Edit, and then click on Copy.
8 On the left hand side, double-click on the Practice folder.
9 On the top menu bar, click on Paste. This will copy the contents of the Genesis folder into the Practice
folder.
10 Exit out of Windows Explorer by clicking on the X in the upper right corner of the window.
Step #2 - Create a shortcut on your desktop
1 Right-click on your desktop and select New Shortcut from the popup menu.
2 Click on Browse and navigate to the new Practice folder on your computer. Select Genesis.exe from
the list of files within the Practice folder. Click Next.
3 Name the shortcut Genesis - PRACTICE. Make sure it is clearly distinguished from your Genesis -
LIVE shortcut so no one accidentally logs into the incorrect version.
Step #3 - Setup a Practice folder for data on the server
1 Launch Windows Explorer from the Start menu on your Windows Taskbar.
2 On left side of screen, double-click on drive representing your server (where your data files are stored),
usually represented by G:.
3 On top menu bar, left click on File, New, and then Folder.
4 With the folder name highlighted, name the folder Practice.
5 On the left hand side of the window, double left click on the Genesis folder.
6 On the top menu bar, click on Edit, and then click on Select All.
7 On the top menu bar, click on Edit, and then click on Copy.
8 On the left hand side, double-click on the Practice folder.
9 On the top menu bar, click on Paste. This will copy the contents of the Genesis folder into the Practice
folder.
10 Exit out of Windows Explorer by clicking on the X in the upper right corner of the window.
Step #4 IMPORTANT - Setup data file pointers on each computer
Setup data file pointers for each module within the practice version by following the instructions in the next
section, substituting the Practice folder in place of Genesis when selecting the directory on your server.
Note: This is very important, because otherwise your data file pointer will still be directed to the Live Gen-
esis folder on your server and you may be editing live data instead of practice data!
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Upgrading Your System
Installing an Upgrade
Before you install:
Make sure you have a complete backup of your data.
Finalize all daily sales batches.
Post and clear all check batches (Accounts Payable and Payroll Modules).
Make sure the upgrade is installed on all workstations, remote workstations and the server before
Genesis is used on any single workstation.
IMPORTANT: Do not go into Genesis using an older version after going into it in a newer version. This
may cause data corruption.
Installing from a CD:
Install Genesis onto each workstation from the CD. It will default to install on C:\Genesis. It will update your
previous version of Genesis automatically.
1 Insert the CD into your computer. The installation process should begin automatically. If not, follow the
remaining steps.
2 Click on the Start button from your Windows taskbar and select Run.
3 Click on Browse and then select the drive representing your CD ROM.
4 Double click on setupex.exe.
5 Follow the instructions on your screen to complete the installation.
Installing from the Web:
1 Display the Genesis Advantage Opening Screen.
2 Right click on the Genesis Logo and then select Check For Program Updates from the menu on your
screen.
3 Genesis will automatically connect to the internet and download any new program updates for your
computer. Program updates will be retrieved from the server only if a program version on your computer
is older than the corresponding version currently available on the server.
Installing Workaround:
If Genesis has previously been installed on your computer and you need to update it to the most recent
version but are unable to install from a disk or download from the web, you can copy and paste the Genesis
program files from another updated computer to this one. Use the My Computer icon on your desktop to
navigate to a folder on your network where Genesis has been updated, sort the list of files by type, select all
of the files of type Application and then select Edit and then Copy from the menu at the top. Next,
navigate to the c:\Genesis folder on your computer, select Edit and then Paste from the menu at the top.
This will replace the existing program files with the newer updated versions.
Adding a Workstation
Instructions:
1 Backup your data.
2 Setup your new computer hardware and connect it to the network. Map a network drive from the the
new workstation to your server.
3 Install Genesis from the CD onto the new workstation. Make sure to install the same version of the
software which is being used on all computers on your network. Alternatively, you may download and
run the Basic Installation Package from the Genesis website, download the Genesis Opening Menu
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and then setup the Program Update option so that you can check for updates automatically.
4 Set up Data File Pointers in each module.
5 Set up printers in each module.
6 Create workstation settings. Some of the settings in Genesis can be customized for each workstation.
You will need to set up each of the following screens in ICS Setup: (a) Reports (b) Invoice Printing (c)
Purchase Order Printing (d) Misc. Options and (e) Custom Options.
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Chapter 4: Setting Up Genesis
Data File Location Overview
Data files are files on your servers hard disk drive that contain the shared information you have entered
into Genesis. This information might include your setup information, employee records, inventory items,
payroll history, servicer records, sales invoices, AR balances and check register. The Data File Pointer tells
Genesis where your data files are stored on your computer or network. You will need to setup the Data File
Pointer on each computer running Genesis. This enables all the different workstations to view and share
the same data on your server. Note: A mapped drive to your server must be set up by your network techni-
cian on each workstation before the Data File Pointer can be established.
To set your data file pointer for all modules at once, follow the instructions below. Usually, you will want all
modules to point to the same location on your server. However, if desired, you can set up the data file
pointer separately in each module. In that case, you should follow the individual module instructions in this
chapter for setting up each data file pointer.
Instructions
1 From the Genesis main menu, launch the Data File Pointer setup option by clicking on the Genesis
Logo, selecting Setup from the pop-up menu and then selecting Data File Location. Your current data
file locations are listed on the right side of the screen.
2 Select the drive letter representing your server from the Select a Disk Drive drop down list (usually
represented with G:) listed under step #1.
3 Double click on the Genesis folder listed under step #2.
4 Click on Save.
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Launching Genesis
To launch the Genesis Main Menu, double-click on the Genesis shortcut on your desktop. The Genesis
Main Menu contains links to the individual modules.
The main modules that your staff will use everyday are listed beside the Genesis logo and include:
Inventory Control System (ICS)
Accounts Receivable (A/R)
Accounts Payable (A/P)
General Ledger (G/L)
Customer Service (C/S)
Mailing List (M/L)
Payroll (P/R)
The Archives
Certain other modules are accessed by clicking on the Genesis logo. These include:
Genesis Calendar
TimeClock
ICS Setup
AR Setup
GL Setup
Chart of Accounts
Data File Location
License Management
Backup Utility
To exit the Genesis Main Menu, click on the Genesis logo and select Exit from the popup menu. Alterna-
tively, you can click on the X in the upper right corner of the window.
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License Management
You may add additional users to your license by using this feature.
1 From the Genesis main menu, click on the Genesis Logo, select License Management and then Add
User Licenses.
2 The Unlock screen will appear. Call the Genesis Sales Department to purchase additional licenses.
Report the number appearing on the Unlock screen.
3 You will be provided with a keycode, which should be entered into the Keycode field on your screen.
Then click the Unlock button.
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Chart of Accounts
Launching the Chart of Accounts
1 From the Genesis main menu, launch the Chart of Accounts Module by clicking on the Genesis Logo
(on the left side of the screen), selecting Setups from the pop-up menu and then selecting Chart of
Accounts.
2 If a screen appears that asks you to setup a Data File Location, follow the instructions in the next step.
Set the Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you enter the Chart of Accounts and a screen appears that asks you to specify a Data File Location,
follow the steps below. If this screen does not appear, select Maintenance from the menu at the top of
the window, and then select Data File Location.
2 Select G: from the drop down list (or select the disk drive that represents where your data files are
stored on your server. This disk drive will represent the mapped drive that you completed in an earlier
step). Note: Contact your network technician if the drive letter does not appear.
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for your changes to take effect. Click OK and then
click on Cancel to exit the Chart of Accounts window and return to the Genesis Main Menu and then
launch the program again.
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Creating & Editing Accounts
Chart of Accounts - A list of accounting categories you will use to track and accumulate
sales, income, and expense amounts.
Instructions
1 When you launch the Chart of Accounts module, your current chart of accounts will be listed.
2 If there are accounts you wish to add, enter the name of the account next to the appropriate number on
the list (see the Account Ranges section below for information on using appropriate numbers). You can
return to the chart of accounts to add new accounts or rename an account at any time. However, as you
continue with the instructions in this Guide, you will be setting up the other Genesis modules to refer to
specific chart of account numbers. Because of this, you will need to be careful about deleting or moving
an item on your chart of accounts. Otherwise, you may have to set up those modules again, to make
sure they refer to valid and correct chart of account numbers.
3 Click on the Save button to save your new chart of accounts.
4 After clicking on the Save button, you will be returned to the Genesis Main Menu. Go back in to the
Chart of Accounts and click Print to print out a copy of your Chart of Accounts for reference during the
next steps. The Chart of Accounts will print to your default printer, which is determined in your Windows
Printers Control Panel.
Account Ranges
Be sure your chart of accounts falls into defined ranges, so that all of one account type is together on the
list. For example, make sure all your Assets are together and not separated by a liability type account or an
expense type of account. This is important in order for your financial reports to work correctly. You will be
setting up these ranges using the GL Setup Module during a later step in this Guide. The following default
list of ranges is provided as an example and corresponds to the default chart of accounts provided below.
Account # Type of Account
100 to 199 Assets
200 to 249 Liabilities
250 to 299 Equity
300 to 399 Income
400 to 499 Cost of Sales
500 to 599 Expenses
600 to 649 Miscellaneous Income
650 to 699 Miscellaneous Expenses
Assets - The economic resources of your business. Assets can also include certain deferred
charges.
Liabilities - The economic obligations of your business. Liabilities can also include certain
deferred credits.
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Required Accounts
The following list is a portion of a sample chart of accounts. The items that are starred (*) are required
accounts and while it is acceptable to have a different number assigned to them, they should not be deleted
completely from your list. IMPORTANT: The setup screens in other modules refer to specific chart of ac-
count numbers. Because of this, you will need to be careful about deleting or moving an item on your chart
of accounts. Otherwise, you may have to set up those modules again, to make sure they refer to valid and
correct chart of account numbers.
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Inventory Control System (ICS Setup)
Launch the ICS Setup Program
1 From the Genesis Main Menu, click on the Genesis Logo, select Setup from the pop-up menu and
then select ICS Setup.
2 If a screen appears that asks you to set up the Data File Location, follow the instructions in the next
step to complete this screen. If you see a message warning you that the chart of accounts has not been
setup, click OK to proceed past the message. A help screen may also appear. Click on the X in the
upper right corner of the window to close it and then continue with the instructions in the next step.
Set the Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below. Note: The Data File Location you specify for the ICS Setup Module is also used as the
Data File Pointer for these modules: Inventory Control System, Accounts Receivable Setup, Accounts
Receivable, ClearView Demographics and the Backup Utility.
1 If you launch the ICS Setup Module and a screen appears that asks you to specify the Data File Loca-
tion, follow the steps below. If this screen does not appear, click on the File Location button (bottom
right portion of the screen) from the ICS Setup Main Menu.
2 Select the disk drive from the drop down list that represents where your data files are stored on your
server (the disk drive will represent the mapped drive that you completed in an earlier step, usually G:).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files should be listed at the
top of the window (e.g. G:\Genesis). Click on Save.
5 Genesis will ask you to restart the module in order for your changes to take effect. Go back to the
Genesis Main Menu and then launch the program again.
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Inventory Departments
Instructions
1 Click on the Inventory Departments button from the ICS Setup Main Menu.
2 Complete the information on the screen. Refer to the information below these instructions for additional
assistance on the individual sections.
3 When you are finished, click on the Save button.
Department Setup
C Field Detail - Department Table
Department Names - Genesis divides your inventory into 10 departments (num-
bered 0-9) for tracking and reporting purposes. You can specify the name for each
department by entering it into the upper left portion of the department table (in the
Department Name column). This name will appear whenever you reference this
department on lookup lists, or on reports.
Margin % - Enter the ideal gross profit margin you would like to achieve in each
department. Genesis will use this margin to automatically assign selling prices to
newly created Item Masters. This margin will also be used when Item Masters are
created on the fly during sales invoice entry to arrive at an approximate landed cost
for these Item Masters. If you do not want these automatically assigned prices to be
used as the default on sales invoices, you can enter your prices into one of the
Pricing Window fields (see the section on Pricing Fields below).
Ideal Inventory - Enter the optimum amount of inventory you would like to have in
each department (in dollars, at cost). Genesis provides this number for you on your
Sales Analysis Report summary page. After you have used the system for several
months, you can enter the amount here. Your entry here will affect inventory over/
under positions, and your open to buy calculations.
Average Sales - Enter the average monthly sales at cost for each department (in
dollars, at cost). Genesis provides this number for you on your Sales Analysis
Report summary page. This entry affects your open to buy calculations.
Target Turns #1 and #2 - Enter the number of inventory turns you would like to
achieve in each department on an annual basis. This number is used to calculate
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ideal inventory levels on sales analysis reports.
Serial Numbers - Place a check mark next to each department that contains items
with serial numbers. This will typically be appliance and electronic goods. By activat-
ing Serial Number Tracking, the serial number window will appear during sales
invoice entry and purchase order receiving. It will contain a list of the available serial
numbers for the items currently in stock, allowing you to update it.
Bin Tracking - Genesis provides limited support for managing bin locations for
inventory items. Each item can be tracked in up to 40 bin locations. The item is
assigned to a bin location during receiving, and removed from the bin location when
entering a sales invoice. To activate Bin Tracking, click on the check boxes in the
Serial Number and Bin Tracking columns for each department in which you want to
track bin locations. Note: Both columns must be checked to activate bin location
tracking. However, serial number tracking and bin location tracking cannot be used
simultaneously for a single department.
Fiscal Month Starting Point
Type in the calendar month that corresponds to your first fiscal month each year. For example, if your fiscal
year starts in April, you would enter 4 at this prompt. This entry is used extensively on a variety of sales
analysis reports.
Your complete fiscal calendar will be setup through the General Ledger Setup Module in a later step. This
will enable Genesis to match each day and calendar month to a specific fiscal period during the year.
Sub-Department Setup
You may also track sales and inventory totals by inventory sub-department. You may specify up to 10 sub-
departments within each of your 10 major departments. Genesis will print totals for sub-departments on two
different reports in the Inventory Control System:
At the end of the Sales Analysis Report in the Printed Reports section.
At the end of the Current Inventory Summary Report in the On-Screen Reports section.
Activating Sub-Department Tracking
Click on the Sub-Department Setup tab and then click on "Use sub-departments for inventory and sales
reporting" to activate this feature. A pull-down list for selecting a sub-department will appear on your item
master screen in the ICS only when this setup option has been selected.
Enter up to 10 inventory sub-departments next to each major department name. The names you enter on
this screen will appear in a pull-down list on your item master screen in the ICS. This allows you to select a
sub-department while entering, or changing, item master records.
User Defined Fields Setup
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This option provides a way to use four additional fields on your Item Masters. These fields are user defin-
able so you can use them for whatever purpose you choose. Common uses might include color, grade,
fabric, or finish for a product.
1 Click on the Activate User Defined Fields on Item Masters checkbox.
2 Enter Default Descriptions for each of the four user defined fields. These descriptions will appear as
the default on Item Masters, however, they can be overriden as needed.
Cost / Pricing Options
Choosing Between Replacement Cost and Weighted Average
There are two methods available which determine how Genesis values your inventory. The chart below
outlines the differences between the methods to help you select the option best suited to your business.
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Dont Update Cost When Receiving
By checking this option, you can prevent Genesis from automatically updating the landed cost and selling
price for an item when receiving a purchase order. If you leave this prompt blank, Genesis will automatically
update the Item Master landed cost and selling price each time you receive a purchase order.
Selecting Automatic Pricing Options
Genesis can automatically calculate selling prices for your items when they are received into inventory on a
purchase order. The default method Genesis uses for calculating selling prices is to reference your target
profit margin for each inventory department and then use this profit margin to calculate the selling price.
You can also choose from these pricing options:
Automatically calculate selling price using margins by manufacturer - Select this option to use preset
profit margins for each manufacturer when calculating an item's selling price. These profit margins are
setup in the Inventory Control System program, and not in this setup program. Consult the Inventory
Control System help files for instructions about how to enter the profit margin for each manufacturer.
Round Prices to this Number (1-9) - You can round the calculated price by entering a single digit at this
prompt. Enter a digit (1-9) you would like all of your selling prices to end with. For example, enter a 9 at
this prompt to round every selling price to the nearest 9 dollars ($156 would be rounded to $159). Enter
zero, or leave this prompt blank, to disable the rounding feature.
End Prices With These Cents (1-99) Enter a cents amount you would like each price to end with. The
cents are added after the rounding of the selling price is finished. For example, enter 95 at this prompt
to end every selling price with 95 cents. Enter 0, or leave this prompt blank, to disable this feature.
Note: The options for automatic selling price updates are not available if you disable the automatic updating
of costs (by selecting "Don't Update Cost When Receiving"). Prices can be automatically updated only
when costs are updated. Choosing this option will require you to manually assign and adjust retail prices.
View Item Screen Setup
Click on the pricing field that you want to show as the default when your staff create sales invoices or view
inventory in the Inventory Control System Module. You have four pricing fields available
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Example
Here is an example of how you might assign your price fields. The prices are stored with the items record.
Chaise Recliner:
$499.95 .... Field #1 .............................. Assigned as the retail price and setup as the default price
$449.95 .... Field #2 .............................. Assigned as a special sale price.
$350.00 .... Field #3 .............................. Assigned as wholesale price and setup as hidden.
$492.46 .... Field #4 .............................. The system automatically calculates a price for this field and can be
used as a reference when entering your retail price into Field #1.
Note: This field is referred to as Item Master Sell Price and is the
first price you see when editing an item master record.
Item Masters: Permanent records used for storing information pertaining to an inventory
item. One Item Master is required for each unique inventory item.
How Are Price Fields Used?
There are two main areas where pricing field information is used.
Sales Invoices - When your salespeople create sales invoices, the retail value in the pricing field that
you specify in the ICS setup program is displayed and inserted onto invoices. Note: That same pricing
field information will appear when they go to the View Items section.
Tags & Labels - When you print your tags, you can choose which pricing field to display for the selling
price and the manufacturers suggested price. You can also set up coded pricing using three different
price fields that print on your tag in code.
How Will I Enter Prices?
You will enter prices through the Inventory Control System Module. There are three different methods you
will use and more detailed instructions will be provided in a later section.
Automatic Entry - Remember that the Item Master Sell Price Field gets automatically updated when you
receive goods, so you dont need to enter any amounts in this field. However, if you want to, you can
enter a price manually into the field which will remain in effect until the next time you receive goods.
Note: The Pricing Window prices are not automatically updated, so you will need to enter those manu-
ally or use the mass update feature.
Manual Entry - To change any of the four price fields, you can simply edit the Item Master.
Mass Update - You can update any of the four pricing fields for all items at once or for a whole depart-
ment or manufacturer at once by using the mass update feature.
Show Item Costs
You can decide if the landed cost for the items appears on the View Inventory Items screen. Check the
Show Item Costs option if you want the landed cost to appear. You can change this option at any time. It
does not affect the actual costs on your Item Masters.
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Hide these prices on Sales Invoices or View Items screens
Check any or all of these boxes to keep your staff from viewing a pricing level when entering sales invoices
or viewing inventory. For example, if you decide to use Pricing Window Price #3 for wholesale prices, check
Pricing Window Price #3 to keep it hidden.
Disable Description Drill Down
Check this box if you do not use extended descriptions with your item masters. When viewing inventory and
clicking on the description for an item, this will keep the extended description box from appearing.
Commission Plan
1 Click on the Commission Plan button.
2 The Salespeoples Commissions window will appear.
3 Complete the information on the screen. Refer to the information below these instructions for additional
assistance on the individual sections.
4 When you are finished, click on the Save button.
Working on a Written or Delivered Basis
The section on this screen entitled Income is accrued and commission are paid presents two options, one
of which you will need to choose before you begin using Genesis. Choosing a written or delivered basis for
recording sales has a substantial impact on the way information is processed in Genesis.
Option #1 - Written Basis
The written basis assumes a sales transaction is complete when the original sales invoice is written. Your
general ledger accounts for sales income, sales tax payable, etc. are updated as each sales invoice is
written. In addition, sales commissions to your salespeople are accrued when the sales invoice is written.
Note: You can prevent sales commissions from being accrued when a sale is written by selecting the Pay
Commissions Only After Delivery option. Genesis will still manage your accounting on a written basis, but
the sales commissions will not be paid on a written basis. You will need to record the delivery of each sales
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invoice to pay commissions to a salesperson when using this option.
Option #2 - Delivered Basis
The delivered basis assumes the sales transaction is complete only after the customer has taken posses-
sion of the goods. Only your general ledger account for Customer Deposits and Cash is updated when a
sales invoice is originally written. The accounts for sales income, sales tax payable, etc. are updated later
when you tell Genesis the customer has taken possession of the goods by using the Record Delivered
Sales option in the Inventory Control System. In addition, the sales commissions for your salespeople are
not paid until the sales invoice has been recorded as being delivered to the customer.
Note: You can pay commissions immediately when a sale is written by selecting Pay Commissions When
Sales are Written option. Genesis will still manage your accounting on a delivered basis, but the sales
commissions will be paid on a written basis.
Point of Sale: Invoices are entered into the computer and a printed sales invoice is gener-
ated for the customer at the time of the sale.
Commission Basis
Genesis will calculate commissions in a variety of ways. These commission plans are currently supported:
C Field Detail - Commission Plans
Profit Margin Per Ticket - The commission amount is determined by the profit
margin on the sale.
Deduct Contract Discount Charges - You may optionally adjust the profit margin on
the sale by the amount of a 3rd party finance company discount by clicking on the
Deduct Contract Discount Charges option. Activating the Contract Discount option
will add the amount of the finance contract discount to the total cost of all items on
the sales invoice before calculating the profit margin for the sale. This has the effect
of lowering the profit margin and commission amount for the sale.
Individual Item Commission Override - Check this box if you want the option avail-
able to specify an alternate commission rate for individual items. Genesis will pay an
alternate commission amount on any item you choose, while paying the appropriate
rates from your commission plan on the rest of the sales invoice. You may assign a
percentage rate or flat dollar amount to any item from the Item Master edit screen.
Sales Dollars Per Ticket - The commission amount is determined by the total
amount of the sales ticket less sales tax and delivery charges.
Gross Profit Dollars Per Ticket - The commission amount is determined by the
total gross profit dollars for the sale. The total gross profit for each ticket is multiplied
by the rates you enter in the commission table. You may also optionally deduct the
discount amount charged by a 3rd party finance company from the gross profit
dollars on a sales invoice before calculating the commission amount. The Accounts
Receivable module must be installed to use this option.
Month To Date Sales Dollars - The commission rate is determined by the total
month to date sales for each salesperson. This is normally structured so that the
commission rate paid on each sale is greater as month to date sales plateaus are
achieved. The total amount of the sales ticket is multiplied by the appropriate rate
from the commission table to arrive at the commission amount for each sales
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invoice. Sales commissions in the plan are not retroactive (i.e. sales made at lower
plateaus levels are not recalculated at higher commission rates as new sales pla-
teaus are passed). This plan is not available if you want to use a fixed rate for
commissions.
Each Items Profit Margin - The commission amount is determined by the profit
margin for each item on the sales invoice. This plan is useful if you sell a mixture of
items with wide variations in profit margins. Note: The Each Items Profit Margin
commission method does not use the commission table to calculate the commission
rate. Instead, the commission rates you have established in the pricing window for
each item master are used (see instructions in Chapter 7).
Each Departments Profit Margin - The commission amount is determined by the
profit margin for each item on the sales invoice. This plan is useful if you sell a
variety of items with wide variations in profit margins. It is also helpful if you pay
different commission rates based upon the type of product that is sold (i.e. mat-
tresses at 4%, case goods at 5%, etc.). Note: A separate commission table should
be set up for each inventory department if you choose this method.
Flat Rate By Salesperson - The commission amount is determined by the commis-
sion rate assigned to each individual salesperson. A sale that is divided among 2, or
more, salespeople is always calculated at the commission rate assigned to the first
person entered on the sales invoice. Note: A separate commission rate should be
set up for each salesperson (see the section on setting up Salespeople).
Each Items Selling Price (Pricing Window) - The commission amount is deter-
mined by the selling price for each item on the sales invoice. This plan is useful if
you sell a mixture of items with wide variations in profit margins and you want the
commission tied to a specific price point. Note: The Each Items Selling Price
commission method does not use the commission table to calculate the commission
rate. Instead, the commission rates you have established in the pricing window for
each item master are used. Search the help system in the Inventory Control System
under the topic Pricing Window for more information on this subject.
Enter Rate During Sales Invoice Entry - This option allows you to enter the com-
mission rate for the sale while entering the sale into the computer. This option
should not be used at point of sale for obvious reasons. However, it can be a useful
commission option when sales invoices are entered in the office by a staff member
other than the salesperson responsible for the sale. This option allows you to pay
different commissions for different types of sales. For example, you might want to
pay one commission rate for sales from stock, and another rate for special order
sales.
Separate rates for stock/spec orders - You may elect to pay a flat commission rate
for sales of stock items, and a different flat rate for sales of special order items. You
may combine stock and special order items on a single sales invoice. Please note
that when combining stock and special order items on a single invoice the commis-
sion report will display a single line of detail for the sales invoice with the total
commission amount for the sales invoice.
Commission Table
Two types of rate structures can be used:
Fixed - The commission rate is a fixed percentage that does not vary. You only need to enter a single
commission level in the commission table.
Sliding Scale - The commission rate varies as different performance levels are achieved. The commis-
sion amount you pay at each performance level can be a percent of something (like the total ticket
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amount), or just a flat dollar amount.
Example using Profit Margin Per Ticket:
You could pay a 5% commission for sales with profit margins at, or below 42%. You could then pay a 5.5%
commission for sales with profit margins above 42%. This requires multiple entries into the commission
table to establish multiple commission levels. Always place the lower level rate first and then higher tiered
rates in ascending order.
Entering data into the Commission Table:
Your entries in the commission table will depend upon the type of commission plan you have selected:
Profit Margin Per Ticket - Enter profit margins in the Sales Above column and a
corresponding commission when that margin is achieved in the Paid At % column.
Sales Dollars Per Ticket - Enter total sales invoice amounts in the Sales Above
column and a corresponding commission rate when that sales invoice amount is
achieved in the Paid At % column. You can also click on the $ Amount option at the
Style prompt to pay a flat dollar amount for each sales level. Enter the actual com-
mission amount you will pay for a sale that falls within each performance level you
specify if you choose this option.
Gross Profit Dollars Per Ticket - Enter gross profit amounts in the Sales Above
column and a corresponding commission rate in the Paid At % column. Commis-
sions are paid on the total gross profit for the sales invoice.
Month To Date Sales Dollars - Enter month to date sales plateaus in the Sales
Above column and a corresponding commission rate when the cumulative sales
plateau is reached in the Paid At % column.
Each Departments Profit Margin - Enter profit margins in the Sales Above column
and a corresponding commission rate when that profit margin is achieved in the
Paid At % column. Specify a rate structure for each department by clicking on the
department button above the commission table.
Selecting a Style For Sliding Scale Commission Plans
The commission amount paid can be a percent of the sale amount, or it can be a flat dollar amount. Select
percent if you want Genesis to calculate the commission amount as a percent of the sale amount. Select $
Amount if you want Genesis to pay a flat dollar amount for each commission level instead of calculating the
commission as a percent of the sale amount.
Example: You want to pay a salesperson a flat $5.00 for reaching a specific profit margin on a sale (instead
of 5% of the sale amount). Click on the $ Amount option and enter dollar amounts in the Paid at $ column
instead of percentage rates.
Commission Plan Examples
Here are some examples of common commission plans. Note: Genesis does not calculate commissions on
sales tax amounts, or delivery charges in any commission plan.
Fixed Rate of 5% based on sales. All sales are paid at 5%. The first line should contain a negative
dollar amount. This is to make sure return sales are deducted from the salespersons commission
amount.
Sliding Scale Commissions Based on Sales Dollars. Sales up to $200 are paid at 4.5%. Sales from
$200 to $599 are paid at 5.0%.
Sliding Scale Commission Based on Each Tickets Profit Margin. Sales invoices with a gross profit
margin between 35% and 40.99% are paid at 4.5% of the sales ticket amount. Sales invoices with a
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gross profit margin between 41% and 41.99% are paid at 5.0% of the sales ticket amount.
Sliding Scale Commission Based on Month To Date Sales. Commission is paid on each invoice at 5%
of the sales invoice amount up to month to date sales of $15,000. All sales made after the salesperson
has reached a month-to-date total of $15,000 are paid at 6%.
Paying An Alternate Commission Rate on Fabric Protectors
Genesis can pay a different rate on fabric protector products entered on sales invoices. The Fabric Protec-
tor department code must be selected from the list of departments when entering sales invoices for this rate
to be applied. The rate is calculated apart from your normal commissions. When entering a rate, type the
commission rate at the Fabric Protector % prompt. Example: Type 25.00 to pay a 25% commission on
fabric protector sales. Note: You may also setup your Fabric Protector as an inventory item by selecting
Profit Margin by Ticket as your commission plan and then entering an alternative commission amount on
the fabric protector item master.
Non-Commission Items
Genesis does not calculate commissions on these types of transactions:
Delivery Charges Labor Charges Sales Tax
Salespeople
You will need to assign numbers to your salespeople to track commissions and sales performance for each
person. You will also need to provide a password for each salesperson if you want that person to enter
sales invoices at the point of sale. Each person will need to enter his, or her, individual password to enter
sales invoices, or take payments on account.
1 Click on the Salespeople button.
2 The Salespeoples Names tab will appear.
3 Type the salespersons name next to the number you would like assigned to that person. Enter a four-
letter password next to the salesperson in the Sales Password column. Do this for all salespeople.
4 If you have selected Flat Rate By Salesperson for your commission plan, you will also need to com-
plete the commission rate field for each salesperson.
5 When you are finished, click on the Save button.
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Note: If you leave the password prompt blank for all salespeople, Genesis will not ask for a password
during sales invoice entry (if you are using Function Based Passwords). Do not use this feature if you will
be entering sales invoices for multiple store locations because you will not be able to select different loca-
tions.
General Company Information
Company Address(es)
The address that prints at the top of your sales invoices is tied to the currently selected sales location for
that invoice (selected when creating invoices). This option is applicable only if you have selected the In-
voice Printing option for printing your company name at the top of your sales invoice (see Invoice Printing
Setup section).
1 Click on the General Company Info button.
2 A table for entering company name and address information will appear on your screen. The sales
location numbers are listed in the left column of the table. Enter the appropriate information for each
sales location on the appropriate row in the table (up to 15).
3 Click Save.
Passwords
1 Click on the General Company Info button.
2 Click on the Passwords tab near the top of the window.
3 Select the Password Protection Style you would like to use and then click Go. Follow the instructions in
below for how to setup the Style you choose.
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Function Based Password Protection
1 Enter your master password in the field at the top of the window.
2 A list of different areas in the Inventory Control System will appear. These areas can be set with indi-
vidual passwords if desired. For example, you may want to give an employee access to the Purchase
Order section without allowing him/her to access other areas such as Reports, Maintenance, etc. Enter
a unique password next to each area to which you wish to provide separate access.
3 If you would like to change your master password, enter a new four-character password into the New
Master Password field. Note: Your master password provides full access to all areas of the ICS Setup,
Inventory Control System, AR Setup and Accounts Receivable modules.
4 Click Save to save your new passwords.
5 Click Save to save all your changes to the General Company Information section.
User Based Password Protection
This option provides you with greater control over which parts of the Inventory Control System each person
can access. It also eliminates the need to repeatedly type passwords as you move through the system.
Setting Up a User Based Password Profile
1 If you would like to change your master password, enter a four-character password into the New
Master Password field. Note: Your master password provides full access to all areas of the ICS Setup,
Inventory Control System, AR Setup and Accounts Receivable modules.
2 Click on the pull-down arrow and select Create a New User ID.
3 Enter a User ID for the employee. The user will be required to enter this code before accessing the
Inventory Control System. This code can be up to 30 characters long and is not case sensitive. Each
person must have a unique User ID.
4 Enter a Password for this person. The password may be up to 10 characters in length and may be a
combination of letters and numbers. Each user must enter a password and a User ID when accessing
the Inventory Control System.
5 Click on the program section and program options that will be available to this user in the Inventory
Control System. Here are a few tips on selecting program access options:
A) Sales Invoices Access Option - An additional pull-down list will appear on your screen when you
click on the Sales Invoice option. Select a salesperson from this pull-down list (note: these names were
entered during a previous step). The person you select from this list will be the default salesperson
used when creating invoices.
B) Enabling All Access Options - Click on the Enable All button in the upper right corner of the
screen to enable all access options for the user.
C) Printing a Password Profile - You can print the password profile displayed on your screen by
clicking on the Print button in the upper right corner of the window.
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D) Allow Access to the Managers Dashboard - This area of the software contains information that a
manager might typically use to make key decisions. It includes information such as sales performance,
inventory levels and financial data as well as total deliveries scheduled, past due items on order and to-
do list items.
6 Click Save to save your new passwords.
7 Click Save to save all your changes to the General Company Information section.
Deleting a User Based Password Profile
1 From the User Based Password Setup Screen, select an existing Password Profile from the pull-down
list.
2 Click on the Delete button and then confirm your selection.
GL Account Numbers
Genesis automatically creates the required bookkeeping entries for your sales invoices. The manner in
which these entries are created is determined by the way you assign general ledger account numbers to
various types of transactions. Two sets of account numbers must be set up:
Sales Account Numbers - These account numbers are used to track sales income and other charges to
customer accounts.
Other Account Numbers - These account numbers are used to track deposits to accounts like cash and
credit cards. In addition, your account numbers for accounts receivable and inventory are setup here.
Designating Sales Account Numbers
1 Click on the G/L Account Numbers button from the ICS Setup Main Menu.
2 Click on the location drop down list located near the top of your screen and select the location for
which you want to set up account numbers. Note: Genesis will ask you if you would like to use the same
account numbers for all locations when you save your setup.
3 The account number field for Inventory Department 0 is highlighted (department 0-9 are listed showing
the department names that you setup in the ICS Setup Module). Click on an account description in the
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Chart of Accounts list to designate which general ledger account number is used each time an item
from this department is sold. Repeat this process for every department listed.
4 Additional sales categories are listed below your departments. These categories are for non-inventory
items such as delivery, labor and miscellaneous charges. You may change the name for several of
these categories by typing over the category name. The categories that appear are used on lookup lists
in the Inventory Control System when you create sales invoices. Click on an account description in the
Chart of Accounts list to designate which general ledger account number is used each time a sale is
made from this category. Repeat this process for every category listed. Note: Genesis does not calcu-
late commissions on several of the categories listed ( noted with the words No Commissions on your
screen).
5 Click on Save.
6 Genesis will ask you if you would like to use the same account numbers for all locations. If you are only
using one location, select Yes. If you are using more than one location, select No and then repeat these
steps for each location.
Designating Other Account Numbers
You may specify up to 10 miscellaneous forms of payment that can be used when entering sales invoices,
receiving payments on account or when recording the delivery of sales invoices.
1 Click on the G/L Account Numbers button from the ICS Setup Main Menu.
2 Click on the location drop down list located near the top of your screen and select the location for which
you want to set up account numbers. Note: Genesis will ask you if you would like to use the same
account numbers for all locations when you save your setup.
3 Click on the Other Account Numbers tab.
4 Specify an account number for each form of payment/other category (in the table on the left side of the
window) based upon the debit/credit nature of the dollar amount. The Act # Debit is for the account
that is used when the dollar amount is positive (a debit). The Act # Credit column is for the general
ledger account that is used when the dollar amount is negative (a credit). Be sure to assign an account
number to every category, in both columns. Please see the important notes below to ensure these
accounts are assigned correctly.
5 In the table on the right side of the window, enter descriptions for any additional forms of payment you
accept. These descriptions will appear in a pull down list at the point of sale. The descriptions will also
appear in the bank reconciliation portion of the General Ledger module if you choose to reconcile the
balance for this account using that feature.
6 Check the Bank Rec? box next to each form of payment that you wish to post to the bank reconciliation
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area in the General Ledger. The amount will be posted after you finalize each days business.
7 Click Save.
8 Genesis will ask you if you would like to use the same account numbers for all locations. Select Yes
only if you will be using the same general ledger account numbers for each location. If you use different
account numbers for different locations, select No. Example: If you make deposits into separate bank
accounts for different store locations, then set up separate account numbers for each location.
Important:
Do not use the account numbers for cash, check or Visa/Mastercard in the A/R or Customer Deposit
fields. Your G/L account number for accounts receivable should be placed in the A/R fields (an asset
account). If you are working on a Delivered Basis, then your G/L account number for customer depos-
its should be placed in the Customer Deposits line (a liability account).
Do not put your A/R account number in the cash, check or Visa/Mastercard fields.
You should use the same account number on the debit and credit side on the Accounts Receivable line.
You should use the same account number on the debit and credit side on the Customer Deposits line.
Do not use your A/R account number on this line if you want to track customer deposits as a liability (i.e.
you actually owe the money on deposit until the sale is complete).
Specify a Refund Clearing number on the credit side of the Check line. This clearing account is
typically an asset account in your Chart of Accounts. It is used to temporarily store funds for customer
returns until a check is written to the customer (the check should be written against this same clearing
account through the Accounts Payable Module). Refer to the section titled - Using the Clearing Account
for more information.
Specify a Cash Register Fund type account instead of a Cash in Bank account if you do not do daily
deposits in the bank. Otherwise, Genesis will automatically post daily deposit amounts to the General
Ledger when you close your month. By specifying a Cash Register Fund, you can have all your incom-
ing receipts post to your Cash Register Fund and then you can generate a journal entry to move the
amounts from this account to your Cash In Bank account when you actually make a deposit.
Sales Tax Rates
Use this option to establish sales tax rates used during sales invoice entry. Genesis tracks a primary sales
tax rate (designated as Tax Rate Y), and up to 30 secondary sales tax rates. The default sales tax rate is
the rate you use on the majority of your sales. The secondary rates are sales tax rates you use less often.
You also have the option of assigning sales tax based on zip codes.
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Instructions
1 Click on the Sales Tax Rates button from the ICS Setup Main Menu.
2 Enter the primary sales tax rate at the Default Tax Rate prompt (i.e. enter 5% as 5.00). You may also
breakdown the total rate into state, county, and city portions by entering those rates in the appropriate
columns. Doing so will result in breakdowns for tax amounts on your sales tax report by state, county,
and city (in addition to the total amount of tax collected).
3 Click on the Automatically add sales tax... option if you would like Genesis to automatically add tax
to a sales invoice if the user fails to do so while entering an invoice.
4 Enter any secondary sales tax rates in the Other Sales Tax Rates table. Enter a description (like city,
county, etc.) and a corresponding rate on each line. You may also breakdown the total rate into state,
county, and city portions by entering the those rates in the appropriate columns. Any of these rates can
be selected from a menu during sales invoice entry. This can be especially useful for municipalities
having different rates.
5 Click on the Automatically add Other Sales Tax amount to sales invoices checkbox if you have
multiple store locations and would like the sales tax rate entered on line 1 to correspond to store
location #1, the sales tax rate entered on line 2 to correspond to store location #2, etc. Genesis will
automatically add the tax corresponding to the current store location entering the sales invoice if the
user fails to do so while entering the invoice.
6 Click on the Use the zip code on a sales invoice to automatically select the other sales tax rate
checkbox if you want to have Genesis automatically select a sales tax rate at the point of sale that
corresponds to the zip code on the sales invoice. You will also need to setup your zip codes on the
Misc. POS Options screen. Note: You must also select the Automatically add Other Sales Tax amount
to sales invoices checkbox in order to use this option.
6 If your store is located in Canada, check the box Allow tax to be calculated on tax.
7 Click on Save.
Miscellaneous POS Options
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Instructions
1 Click on the Misc. POS Options button from the ICS Setup Main Menu.
2 The General Options tab will appear. Complete the information on the screen. Refer to the information
below these instructions for additional assistance on the individual sections.
3 Click on the Detail Options tab. Complete the information on the screen. Refer to the information below
these instructions for additional assistance on the individual sections.
4 When you are finished, click on the Save button.
C Field Detail General Options
Invoice Numbering Options - Genesis can track the sales invoice numbers on your
sales orders in two ways:
a) Automatic - Genesis provides sales invoice numbers automatically. The number
cannot be changed while entering invoices and is incremented automatically. To
select this option, click on Automatic Invoice Numbering and enter a starting
invoice number to let Genesis automatically manage sales invoice numbering.
b) Manual - The sales invoice number must be supplied by the user while typing in a
sales order. Your sales invoices should be pre-numbered if you choose to use this
option. To select this option, click on Manual Invoice Numbering and you will be
able to manage sales invoice numbering yourself.
Inventory Stock Pulling Options - Genesis automatically updates the In Stock
quantities on your Item Masters each time you save a sales invoice. You can deter-
mine how the inventory is removed from each In Stock location (0 through 15) by
choosing a stock pulling method. Your choice for this option determines the appear-
ance of the pop-up list that appears when you complete the S column (stock
location) on a sales invoice.
Genesis Determines Stock Location - Select this option to let Genesis automati-
cally determine which locations contain enough inventory to satisfy the number of
units sold. Genesis starts at inventory location 0, and searches locations 0 through
15 until the correct number of units have been removed from inventory. A picking list
prints at the end of each Daily Sales Report to tell you exactly where the inventory
was found. Tip: Overselling (selling more units than you have in all inventory loca-
tions combined) will result in negative in stock quantities in location zero.
User Determines Stock Location - Select this option if you want to manually
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choose the location(s) to pull the inventory from during sales invoice entry. You will
need to tell Genesis which location to pull the inventory from when you are entering
the invoice, unless you check the Stock location default to sales location box. This
causes the stock pulling location to default to the sales location unless otherwise
specified while entering the sales invoice.
Stock Location Defaults to Sales Location -This option is only available if you
selected User Determines Stock Location. Select this to have the stock pulling
location on an invoice default to the same location selected as the sales location.
Allow Selling Against Stock Orders - Genesis gives you the ability to reserve any
item on an open purchase order for a specific customer while entering a sales
invoice. This feature can reduce the time your customer might normally wait for a
special order item to arrive since the item has already been ordered, and may even
be in transit to your store. The option to sell against incoming stock orders is dis-
played on the pop-up list that appears when you complete the S column on a sales
invoice. This option appears only if the item is currently ordered for stock on an open
purchase order and the setup option for selling against stock orders is enabled.
Allow Oversold Items - Genesis checks the stock status of the item(s) on a sales
invoice when you attempt to save an invoice. If selling an item will result in an in-
stock quantity that is less than zero, a warning will appear on your screen. You can
use this setup option to determine the nature of this warning as follows:
a) Select this option by clicking on it if you want to be able to oversell items while
entering sales invoices. Genesis will give you the option of selling the item even
though the current in-stock quantity for the item indicates there are currently no
items in your inventory available for sale.
b) Leave this option unchecked if you do not want to be able to oversell items while
entering sales invoices. Genesis will indicate which items on the sales invoice are
oversold and will not let you continue processing the invoice until the oversold
condition has been remedied. This usually means selecting a different item, or
marking the item in question as a special order.
Show Extended Desc. on Item Lists - You will select items from lists on your
screen while entering sales invoices. A basic description for each item is provided
with in these lists. You may optionally include the extended description for each item
in the lists by checking this option.
Zip Code Lookup Information - You can set up your most commonly used zip
codes and then easily enter these zip codes on sales invoices by selecting from a
pop-up list. Genesis will also insert the city and state names on a sales invoice for
any of the zip codes you set up.
If you have setup your sales tax rates to automatically add sales tax to an invoice
based on zip code, then two additional columns will appear on the zip code table.
This allows you to select a zip code at point of sale and have the corresponding
sales tax rate automatically apply to the invoice. Check the box under AutoTax? for
each zip code and select a corresponding sales tax rate from the drop down list
under Tax Rate for each zip code line. The tax rates that appear are setup on the
Sales Tax Rates screen in ICS Setup.
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C Field Detail - Detail Options Tab
Scan Bar Codes at Point of Sale - Items can be entered on sales invoices by
scanning a bar code instead of selecting the items from lists. Check this option if you
have barcode equipment attached to your point-of-sale workstation and would like to
scan bar codes while entering sales invoices. Genesis will ask you to scan a bar
code after entering a quantity when completing the sales invoice entry screen.
Scan bar codes with Mini Scanner - The Mini Scanner allows you to conveniently
scan bar codes and then automatically insert them onto sales invoices, purchase
orders and other Genesis features. Select the model you are using and then select
the Com port to which your scanner is hooked up.
Choosing FastFind for Selecting Items - Genesis normally leads you through the
process of selecting items for a sales invoice with a series of SmartLists. This is
generally the best selection method for beginning and intermediate level users.
Advanced users may want to use FastFind to select items on sale invoice. This
option allows you to type all, or part of, an item number to select the item for a sales
invoice. This is typically a faster method for choosing an item, but requires some
knowledge of the inventory item part number, or description. In addition, a minimal
amount of keyboard typing skill is needed.
Preventing Selling Price Changes - Check the option titled Lock Selling Price on
Sales Invoices and then click Save to activate this feature. Once activated, the
selling price column on the sales invoice entry screen cannot be changed. A user
can only select the preset selling price for an item.
Disable Discounts at POS - Check this box to keep discounts from being applied
while entering a sales invoice.
Display Profit Margin in Out the Door Pricing Window - Check this option to
allow the profit margin to be displayed in the Distributed Pricing Window at the point
of sale. This is helpful in determining an out-the-door price that is consistent with
your profit margin goals.
Prompt Salesperson for Fabric Protector - After a Sales Invoice is created,
Genesis can prompt the salesperson to ask the customer if they would like to
purchase fabric protector. Check this box to enable this feature. Note: You will also
need to flag the individual item masters that are treatable.
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Prompt Salesperson for Optional Add-On Items - You can attach up to three add-
on items to any Item Master. Check this option to enable this feature and then
Genesis will prompt a salesperson at the point of sale to add these additional items
to the sales invoice. This is an excellent tool for increasing sales volume.
Search for Customer By - Use this option to determine the list Genesis will use
when you search for a previous customers name and address at the point of sale.
Select M/L to use your mailing list, History to use previous invoices or A/R to
use customer accounts. The M/L option is useful if you have a mailing list, but do
not have extensive customer sales invoice history in the system.
Ask for Demographics at POS - Check this box and then click on the Setup button
to create a list of questions and answers that you want your salespeople to ask
customers at the Point of Sale. Then you can use the ClearView Demographics
program to view statistics, print reports and create mailing labels based on the
targeted questions you setup.
Force Complete Address Entry at POS - Enable this feature to ensure that some-
thing has been entered into the address and phone number fields on an invoice.
Use Cash Tendering Option - An additional field will appear on the sales invoice
entry screen when you select this setup option. This field is used to enter the total
amount tendered by a customer at the point-of-sale. Genesis will then calculate the
amount of change due to the customer and display it on your screen.
Require a minimum deposit amount - Check this box to force a salesperson to
collect a minimum deposit amount on a sales invoice. The minimum deposit is
calculated as a percent (i.e. enter 25 for 25 percent) of the total sale amount
(excluding sales tax). The amount the salesperson needs to collect is displayed on
the sales invoice screen and updated as items are entered. Note: You can override
this requirement at point of sale if you have the master password.
Use return invoices only for In Store Credit option - Use this option to specify
that only return sales will appear in the In-Store Credit window.
Default to Pending Delivery Status - Each sales invoice must be marked as
Customer Take, or Pending Delivery. Marking an invoice as Customer Take tells
Genesis that the customer has taken the merchandise home. Selecting the Pending
Delivery option on a sales invoice indicates the item(s) will be delivered at a later
date. Checking this setup option makes the Pending Delivery option the default
choice on sales invoices (you can change it on each individual invoice). Leaving this
option unchecked results in Customer Take being the default choice.
Batch Sales Invoices by Date I Choose - Genesis automatically batches sales
invoices by your computers system date unless you check this box. If you select this
option, the date used to batch sales invoices will not be synchronized with your
computers system date and will not change automatically when your computers
system date changes. This feature makes it easy to maintain separate system dates
on computers in a centralized network (typically running Windows Terminal Ser-
vices). Implementing this option affects only the entry of sales invoices and cus-
tomer payments on account. No other parts of Genesis are effected by this option.
For example, items received on purchase orders are still dated with your computers
current system date and reports are still dated with your computers system date.
This processing date can be changed from the Sales Invoice entry screen in the
Inventory Control System. Note: You can restrict which users are allowed to change
the processing date for sales invoices by disabling the appropriate option on the
users Password Profile setup (when using User Based Password Protection).
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Report Printing Preferences
The reports within the Inventory Control System will print to your Windows default printer. This can be
changed through your Windows Control Panel (see Windows documentation for instructions).
Each workstation can set report printing preferences from within Genesis (note: Genesis stores the printer
setup information for each workstation on the hard disk drive in that workstation).
1 Click on the Reports button from the ICS Setup Main Menu.
2 Select your desired options
3 Click on the Save button.
C Field Detail General Options
Left Margin - If you want to change the left margin on your reports, enter an amount
in this field (1440 = 1 inch). For example, enter 720 to have your reports print 1/2
to the right.
Top Margin - If you want to change the top margin on your reports, enter an amount
in this field (1440 = 1 inch). For example, enter 720 to have your reports print 1/2
further down on the page.
Center Report Summaries on Page - Check this box if you want to center the
report summaries on the page.
Print Column Headers in Bold Font - Check this box if you want the column
headers to print in a bold font.
Print Reports in Color - Check this box if you want your reports to print in color.
Note: Your printer will need to be capable of printing in color in order to use this
feature.
Purchase Order Printing Preferences
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Each workstation can individually specify a printer to which it will print purchase orders (Genesis stores the
printer setup information for each workstation on the hard disk drive in that workstation). The printer you
choose on this screen determines the destination printer for your purchase orders in the Inventory Control
System Module.
Purchase Order: A record of merchandise ordered from a supplier, designated by the pur-
chase order number.
1 Click on Purchase Order Printing from the ICS Setup Main Menu.
2 A screen will appear which lists all of the printers you have installed on your computer along with
additional options. Click on the appropriate printer to indicate the specific printer to which you wish to
print purchase orders. Complete the information on the screen (see instructions below).
3 Complete the Purchase Order Printing tab. Refer to the instructions below for more information on the
individual fields.
4 Complete the Header/Footer Setup tab. Refer to the instructions below for more information on the
individual fields.
5 Complete the Body Setup tab. Refer to the instructions below for more information on the individual
fields.
6 Complete the Dot Matrix Printer Setup (if applicable). Refer to the instructions below for more informa-
tion on the individual fields.
7 Click on the Save button.
C Field Detail - Purchase Order Printing
Printer Type & Name - Click on Dot Matrix Printer or Laser Printer to select the type
of printer you will be using (select Laser Printer if you will be using an inkjet
printer). Genesis will automatically format your purchase order if you are using a
laser printer. If you are using a dot matrix printer, you will need to specify a printing
format (see instructions below). Please consult the Owners Manual for your printer if
you are not sure which type of printer you have, or if you are not sure your printer is
a supported printer.
Default number of copies to print - You can print between 1 and 99 copies for
each purchase order. Enter the number of copies you would like to print at the
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Number of Copies to Print prompt.
Automatic Numbering - Genesis can track purchase order numbers in two ways:
Automatic - Genesis provides purchase order numbers automatically. The number
cannot be changed while entering orders and is incremented automatically. Provide
a starting purchase order number if you select this option. This option is required if
you have selected a laser printer as your printer type. Manual - The purchase order
number must be supplied by the user while typing in the order. Your purchase order
forms should be pre-numbered if you choose this option.
Format printing for windowed envelopes - Check this option if you would like
Genesis to alter the format of the header printed on purchase orders so that the
manufacturers address information appears in the window portion of the envelope.
C Field Detail - Header/Footer Setup
Print The General Ship To Address - You can print a shipping address on your
purchase order by checking this option. This is useful if your merchandise is always
shipped to a different address than the one that appears on your purchase order
forms (for example, an off-site warehouse). The General Ship To Address cannot be
changed on individual purchase orders. The Ship To address is entered in the
Company Information Setup screen.
Print Individual P.O. Ship To Addresses - You can specify alternate shipping
addresses for a specific purchase order while the P.O. is being created. Check this
option if you would like to include these addresses on printed and faxed purchase
orders. Tip: If this option is selected and the option for printing a General Ship To
Address is selected, Genesis will print only the Individual Ship To Address on a
purchase order when an Individual Ship To Address is entered on the purchase
order. This will prevent a confusing situation where multiple Ship To addresses
would appear on a single purchase order.
Print individual P.O. Ship For Addresses - Check this option if you would like to
include this address on printed and faxed purchase orders.
Print a Footer at the Bottom of each PO - This option is helpful if you have infor-
mation you would like to appear at the bottom of every purchase order. Check this
box and then enter up to five lines of text you would like to print at the bottom of
each purchase order. Your footer will be included on printed, faxed and emailed
purchase orders.
C Field Detail - Body Setup
Print Description and Omit Item Number - Check this option to keep the item
number from printing on your purchase order. The item description will be printed.
Print Extended Description For Each Item - You can enter additional descriptive
information for any Item Master in your inventory. This information is called the
extended description. Your response for this setup option will depend upon the way
in which you plan to use the extended description. The extended description can be
used in 2 ways:
a) For Pre-Selling Items on the Sales Floor - The extended description can be
automatically printed on the price tags for your sales floor. This is a way of telling
your customers about the product without the assistance of a salesperson. In this
scenario you will enter general product options or services you provide to the cus-
tomer in the extended description. You wont usually want the extended description
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to print on your purchase orders if this is the way you intend to use this field.
b) To Provide Detailed Item Information - Another way the extended description can
be used is to provide more detailed information about a single item. The extended
description provides you with an additional 280 characters to describe an item. In
this scenario the extended description will contain specific information that relates to
particular item. For example, you might enter lengthy product numbers, colors, or
fabric information in the extended description. You should enable the Include
Extended Description option if you intend to use this field to store more detailed
information about a particular item. The extended description will then be included
on any purchase order you print, or fax.
Print General Notes on the Purchase Order - You can maintain notes with each
purchase order in Genesis. Click on the Print General Notes option if you would like
to include these notes on printed purchase orders.
Printed Cost Options -
Omit Costs from Printed P.O.s - Check this box to omit the raw and landed costs
from printed and faxed purchase orders.
Print this cost in the Raw Cost Column - Select the item master cost/price you
would like to print in the Raw Cost colulmn on your purchase orders.
Print this cost in the Landed Cost Column - Select the item master cost/price you
would like to print in the Landed Cost column on your purchase orders.
C Field Detail - Dot Matrix Printer Setup
You can customize the printing format of your purchase orders when you are using
dot matrix printers (the printing format for laser printers is fixed on 8.5x11 paper and
cannot be altered). This will allow you to use a wide variety of purchase order forms
with Genesis. You will need to enter the row and column information for each item to
reflect where you want it positioned on your printed purchase order. You may need
to test several prints before finding the correct position.
Preprinted Forms
Genesis is designed to fill in the blanks on preprinted forms when you are using a
dot matrix printer. Your purchase order forms should be preprinted with your com-
pany address information at the top of the form. The lines and dividers for rows and
columns should also be preprinted. You can determine where the information prints
on each purchase order form by adjusting your dot matrix printing format.
Genesis prints the information on your dot matrix forms in this basic order (starting
at the top of the form)
A Company Address Information
B Line Item Information
C General Notes For the Order
Each line of detail on a purchase order prints information in order (from left to right):
A Quantity
B Department
C Manufacturer Name
D Item Number
E Item Description
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F Item Raw Cost
G Item Landed Cost
H Extended Cost (Quantity times landed cost)
I Customer Name (special orders only)
Vendor Address - Enter the row number and and column number to print the
address of the manufacturer you are ordering from. Enter a 0 in the row and column
fields to exclude this information from your printed purchase order.
Ship To Address - Enter the row number and and column number to print an
alternate Ship To address for your company. The Ship To address must be entered
in the Company Information section first. Enter a 0 in the row and column fields to
exclude this information from your printed purchase order.
Date Written - Enter the row number and and column number for printing the date
when the order was written. Enter a 0 in the row and column fields to exclude this
information from your printed purchase order.
Date Due - Enter the row number and and column number for printing the due date
for the purchase order. Enter a 0 in the row and column fields to exclude this infor-
mation from your printed purchase order.
Start Printing at Row - Begin printing the line item information at this row on the
purchase order. This field must be completed.
Max. Number of Lines - Enter the maximum number of lines available on your
preprinted purchase order forms. This number must be less than 30. Genesis will
default to 12 lines if you leave this field empty.
Line Spacing (n/72") - Enter the vertical distance between detail lines on your
purchase order form in n/72 of an inch. Most dot matrix printers use 6 lines per inch
for vertical spacing. Enter 18 at this prompt if you are not sure about the vertical
spacing on your forms. Adjust your entry at this prompt if the detail lines on your
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purchase order are not evenly spaced on the form.
Line Item Detail - The following entries in the table apply to the line items printed on
the purchase order. You can omit any part of the line item information by entering a 0
at the prompt. Each entry requires a minimum number of horizontal spaces. Make
sure you leave enough room between entries so that they do not overlap.
Quantity - Enter the column to print the item quantity. (3 characters).
Department - Enter the column to print the department. (1 character).
Manufacturer - Enter the column to print the manufacturer. (4 characters).
Item Number - Enter the column to print the item number. (25 characters).
Description - Enter the column to print the description. (20 characters).
Item Raw Cost - Enter the column to print the raw cost. (9 characters).
Item Landed Cost - Enter the column to print the landed cost. (9 characters).
Extended Cost - Enter the column to print the extended cost. This is the quantity
multiplied by the landed cost. (9 characters).
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Invoice Printing Preferences
This setup option allows you to determine the way your invoices will look, along with which information will
appear on the invoices. Genesis can print the entire invoice on blank, 8.5 x 11 paper, or you can use pre-
printed invoices and Genesis will not print in the top 1.5 area of the page, or in the bottom 2.5 of the page.
This allows you to have information such as your company name, logo and policies preprinted on the forms.
Invoice Sample:
Instructions
1 Click on Invoice Printing button from the ICS Setup Main Menu.
2 The Invoice Printing tab will appear which lists all of the printers you have installed on your computer
along with additional options. Select your printer and complete the rest of the fields on the screen (see
instructions below).
4 Click on the Invoice Header/Footer Setup tab. Complete the information on the screen (see instruc-
tions below).
5 Click on the Invoice Body Setup tab. Complete the information on the screen (see instructions below).
6 Click on the Advanced tab. Complete the information on the screen (see instructions below).
7 Click on the Save button.
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C Field Detail - Invoice Printing Tab
Invoice Style - You can choose between the new Advantage invoice printing style,
or the Legacy printing style used in previous versions of Genesis. Please note that
new Advantage printing options are not available if you select the Legacy printing
method.
Printer Type - Click on Dot Matrix Printer or Laser Printer to select the type of
printer you will be using (select Laser Printer if you will be using an inkjet printer).
Please consult the Owners Manual for your printer if you are not sure which type of
printer you have, or if you are not sure your printer is a supported printer.
Paer Size - You can choose letter or legal size paper for printing sales invoices.
The legal size allows Genesis to fit more items on a single page. It is also the best
method to use if you are including A/R contracts on your printed sales invoices
because Genesis will be able to fit the entire list of items and contract information on
a single page in most cases.
Printer Destination - Click on the printers name on the list to indicate the specific
printer to which you wish to print invoices. Each workstation can individually specify
a printer to which it will print invoices (Genesis stores the printer setup information
for each workstation on the hard disk drive in that workstation). The printer you
choose in this area determines the destination printer for your Invoices in the Inven-
tory Control System Module.
Number of Copies to print - You can print up to 6 copies for each sales invoice.
Enter the default number of copies you would like to print at the Number of Copies
to Print prompt. You can change the number of copies as needed while printing the
invoice at point of sale. Note: You can turn off invoice printing by entering a zero in
the Number of Copies to Print field.
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C Field Detail - Invoice Header/Footer Setup Tab
Print Ship For Address on Invoices - The sales invoice entry screen provides
places to enter the customer's name and address, a "ship to" address, and a "ship
for" address. The customer's name and address is the only one of these three that is
printed by default. You can optionally print the "ship to" and "ship for" address on the
invoices by selecting this option.
Print Terms at Bottom of Invoice - Genesis can print terms (or any text you
specify) at the bottom of each invoice.
Editing the Terms: The terms paragraph (up to 8 lines of information) must be
entered in a text file named SOTERMS.TXT that is stored in the \Genesis directory
on your server. Genesis will automatically start the Windows NotePad program and
look for this file in the Genesis directory when you click on the Edit Terms button.
You can then update the terms, font and font size and then close the window to
return to Genesis.
Print Your Company Name On Invoice - Check this box if you are not using
preprinted forms and would like your company name, address and phone numbers
to appear on the invoices (Note: You can edit your store location information by
clicking on General Company Info from the ICS Setup Main Menu). When you
check this box, additional options appear, which allow you to customize the position
and appearance of your company information.
Left - Enter a number, in inches, to determine where your company information will
appear on the invoice from the left margin of the page.
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Top - Enter a number, in inches, to determine where your company information will
appear on the invoice from the top margin of the page.
Font - Select a font from the list. Note: The fonts listed are the fonts which are
currently installed on your computer.
Size - Select a font size.
Print a Graphics Image on the Sales Invoice - Check this box to have your com-
pany logo or other image appear on the sales invoice. When you check this box,
additional options appear, which allow you to select your image and customize the
position of your image. Note: The image file will need to be created and saved in
separate image editing software. The image should be saved as a .bmp, .jpg or .gif
file format.
File Name - Click on the Down Arrow button to select an image file from your
computer.
Left - Enter a number, in inches, to determine where your image will appear on the
invoice from the left margin of the page.
Top - Enter a number, in inches, to determine where your image will appear on the
invoice from the top margin of the page.
C Field Detail - Invoice Body Setup Tab
Top Margin for invoice body - The invoice body portion of the invoice contains a
list of the actual items sold. Enter a number between 100 and 12000 to determine
where the top edge of the invoice body header will appear. Entering 1440 at this
prompt will cause the invoice body header to print 1 inch from the top of page (1 inch
= 1440 units).
Font for invoice body header - The invoice body header contains information
like the customers name and address, invoice number and invoice date. Select a
font and font size you want to use from the pull down lists. Selecting a large font size
may cause your printing to overlap in some cases. Experiment with different fonts
and font sizes to obtain the best results.
Font for invoice body - Select a font and font size you want to use from the pull
down lists. Selecting a large font size may cause your printing to overlap in some
cases. Experiment with different fonts and font sizes to obtain the best results.
Print Extended Item Descriptions - You can enter additional descriptive informa-
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tion for any Item Master in your inventory. This information is called the extended
description. Your response for this setup option will depend upon the way in which
you plan to use the extended description. The extended description can be used in
two ways:
a) For Pre-Selling Items on the Sales Floor - The extended description can be
automatically printed on the price tags for your sales floor. This is a way of telling
your customers about the product without the assistance of a salesperson. In this
scenario you will enter general product options or services you provide to the cus-
tomer in the extended description. You wont usually want the extended description
to print on your sales invoices if this is the way you intend to use this field.
b) To Provide Detailed Item Information - Another way the extended description can
be used is to provide more detailed information about a single item. The extended
description provides you with an additional 280 characters to describe an item. In
this scenario the extended description will contain specific information that relates to
particular item. For example, you might enter lngthy product numbers, colors, or
fabric information in the extended description. You should enable the Include
Extended Description option if you intend to use this field to store more detailed
information about a particular item. The extended description will then be included
on any sales invoice you print.
Print Manufacturer Name/Number - Check this box to include the manufacturers
name and number on the invoice.
Printing an A/R Contract With The Invoice - Genesis can print an elementary
receivables contract with every sales invoice. This contract consists of a predefined
summary of the receivables dollar amounts and a paragraph of terms for the con-
tract. Check the Print A/R Contract With Invoice if you want Genesis to print an A/R
contract with each sales invoice.
Editing the A/R Contract Terms Paragraph You can customize the terms and condi-
tions that appear on your A/R contracts. The terms and conditions must be entered
in a text file named CONTRACT.TXT that is stored in the \Genesis directory on your
server. Genesis will automatically start the Windows NotePad program and look for
the CONTRACT.TXT file in the Genesis directory when you click on the Edit A/R
Contract Text button. You can then update the terms and conditions for your con-
tract.
Print Open Invoice History on Receipts - The balances for each open invoice can
be included on a customers receipt by clicking on this option.
Print Sidemark Notes on Invoices - Special sidemark notes can be added to any
item on a sales invoice. These might include special finishing instructions for the
item, or particular shipping details for the item. Click on this option if you would like
these sidemark notes to appear on printed sales invoices.
Print Internal Invoice Notes - Select this option to print the internal notes field
information on the invoice. The notes field is accessed by clicking on the Item
Number column header when entering the sales invoice. If you prefer to have these
notes used only for internal purposes, do not check this box.
Print Group Name on Invoice - If you will be using Groups in the Inventory Control
System to sell several items under one group name, then check this box to print the
Group Name on the invoice.
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C Field Detail - Advanced Tab
Delivery Copy Printing - Genesis can print an additional copy of the sales invoice
at an alternate location at the same time the original sales invoice is being printed at
the point of sale. Click on the Print a Delivery Copy of Each Invoice option to
enable this feature. Then complete the setup information options.
Receipt Printing - Genesis can print a small receipt instead of a full size sales
invoice for transactions that are below a specified total dollar amount. For example,
you might want to print small, grocery store style receipts for sales below $15.00.
To setup this feature, follow these instructions. Click on Enable Receipt Printing to
activate this feature. Enter the cutoff level for receipt printing at the Print receipts for
all sales below $ prompt. Any sale with a total dollar amount below this level will
automatically be printed on your receipt printer instead of your invoice printer. Tip:
You can override this option when printing at the point-of-sale if necessary. Enter a
promotional message you would like printed at the bottom of each receipt. Select
the receipt printer from the list of available printers. Genesis currently supports only
Star Micronics 200 series receipt printers (or other 100% compatible printers). Select
the font you would like to use when printing receipts.
Setting Up a Cash Drawer - Genesis can send a signal to an electronic cash
drawer that instructs the cash drawer to open. Genesis sends this signal after an
invoice has been printed for the customer at the point of sale. Genesis presently
supports only cash drawers that are connected to your computer through the
computers parallel port. Click on the Open Cash Drawer After Printing option to
enable this feature. Select the LPT port on your computer to which the cash drawer
is attached. Enter up to 5 ASCII control codes. These codes will be sent to your
printer in sequence. Example: Your cash drawer requires the Escape character and
the Bell character to open the drawer. The ASCII codes for these characters are 27
and 07 respectively. Enter 27 and 07 in the first two ASCII Control String boxes on
your screen.
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Custom Options
1 Click on Custom Options from the ICS Setup Main Menu. The Purchase Orders tab will appear.
Complete the information on the screen (see instructions below).
2 Click on the Sales Orders tab. Make sure that none of the check boxes on this page are selected. If
they are, uncheck them (unless you have specific instructions from Genesis Technical Support).
3 Click on the General tab. Complete the information on the screen (see instructions below).
4 Click on the Appearance tab. Complete the information on the screen (see instructions below).
5 Click on Save.
C Field Detail Purchase Orders Tab
Receiving By Location - Genesis receives merchandise into inventory location 0 by
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default. You can optionally select the location(s) you would like to place merchan-
dise in at the time of receiving by selecting the appropriate option at this prompt.
Post to A/P When Receiving - Select this option if you would like to setup invoices
for payment at the same time you are receiving purchase orders. A window will then
appear on your screen during the receiving process that allows you to set up in-
voices in Accounts Payable directly from the purchase order screen. Enter your
inventory account number from your Chart of Accounts at the Default G/L Account #
prompt. Genesis will use this account number as the default when setting up in-
voices for payment. You may change this account number if desired when you are
actually setting up the invoice.
Allow Automatic Ordering From Sales Quotes - Click on this option if you would
like items entered on sales quotes to be available for automatic purchase ordering.
Acknowledgment Letters For Customers - Acknowledgment letters are a conve-
nient way to notify a customer about the progress of a special order item. Genesis
can print these letters for your customers to inform them when their order has been
successfully placed with the factory. The letter will contain the customers name and
address information, a brief paragraph of text (which you compose), and the details
about the item on order. You can customize the body of this letter by using Windows
Notepad to create a text file that contains the text for the letter. Genesis will auto-
matically add specific information about the order to the letter.
Setting Up the Acknowledgment Letter
Use Windows Notepad to create the body of your letter. Do not include any saluta-
tion information in this letter. Instead, simply write a brief description of the purpose
of your letter (which is to inform the customer about the status of their special order
item). Save your letter on your hard disk drive and then exit Windows Notepad.
1. Launch the ICS Setup program and click on Custom Options.
2. Click on the General tab.
3. Select the file name containing the text to use for your acknowledgment letters.
4. Click on the Print on Letterhead Paper option if you will be printing the letters
on paper that has your company letterhead preprinted at the top of the page.
5. Click on Save.
C Field Detail General Tab
Highest Location Number You Are Using - Genesis can record sales and inven-
tory information for up to 16 locations (numbered 0 through 15). Many reports give
you the option of printing detailed information for each location. This can result in
unnecessarily long reports if you are using only a couple of locations. Enter the
highest inventory location number you are using if you would like to decrease the
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amount of information printed on a report when the Include Location Detail option
is selected.
Location Abbreviations - These prompts are required for proper operation of
Genesis. Sales and inventory locations are numbered 0 through 15. You can substi-
tute a 3 letter abbreviation for each number so that you will see this abbreviation
instead of the location number when looking up information on your screen. Ex-
ample: You have decided to use inventory location 0 to represent your warehouse,
and inventory location 1 for your sales floor. You could enter WHS at the location 0
prompt, and FLR at the location 1 prompt. Your on-screen lookups when checking
inventory would then say WHS and FLR instead of Location 0 and Location 1.
Add Deposit Amounts to Bank Reconciliation - Click on this option if you want
your bank deposit amounts automatically placed in the bank reconciliation screen in
the General Ledger. Specify up to 5 G/L account numbers that you are currently
using to record deposit amounts (i.e. Cash In Bank, Checks, etc.). The daily
amounts for each of these accounts will be automatically entered in the G/L bank
reconciliation when the Daily Sales Report is finalized. Search the help topic in the
Inventory Control System titled Completing a Days Business for detailed instruc-
tions on printing and finalizing a Daily Sales Report. Important: Dont enter the same
account number more than one time. This will cause a duplication of your deposit
amount in the bank reconciliation for that account.
If you will be using the Make A Deposit option, do not check this box. This will allow
you to make deposits later, rather than automatically when you finalize each day.
See the section in the General Ledger chapter titled Make A Deposit for instruc-
tions.
Note: If you are using the Other payment fields in the G/L Account Number setup
area, then you will need to go there to enable this feature for each desired account.
Post a Journal Entry When Finalizing the Daily Sales Report - Checking this box
causes two journal entries to be created for your bookkeeping totals each time you
finalize a day (as opposed to a month-end posting). The first entry is for the totals on
the Account Analysis Summary page on your Daily Sales Report. The second entry
reflects your cost of goods sold for the items on the report. A separate set of journal
entries is created for each sales location that appears on the Daily Sales Report.
Run an External Program When Finalizing - Make sure this option is not checked.
This feature is reserved for future use.
C Field Detail Appearance Tab
Disable Backgrounds for Faster Display - Click this option to disable the photo
screen backgrounds from displaying on the ICS Main Screen. This can improve
system performance if you have multiple store locations that are networked together
over conventional phone lines.
Enable display options for Canada - Check this box if you do business in Canada
to enable the appropriate display options.
Select a picture to use for screen backgrounds - You can select any desired
picture file as the background picture for your screen by selecting a new picture file
at this prompt. Click on the pull-down button to see a list of acceptable picture files
currently on your disk. You can use any picture file types: bmp, jpg, or gif. Note:
The picture must be located on that individual workstation (not the server) in order to
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work properly.
Select a picture to use for file folder backgrounds - You can select any desired
picture file to appear as the background picture for the folders on your screen by
selecting a new picture file at this prompt. Click on the pull-down button to see a list
of acceptable picture files currently on your disk. You can use any picture file types:
bmp, jpg, or gif. Note: The picture must be located on that individual workstation
(not the server) in order to work properly.
Select a picture to use for screen headers - You may replace the graphic image
that appears in the header bar at the top of various screens with an image of your
choice. Several sample header files are included with Genesis and can be found in
the folder where your software is installed (usually the \Genesis folder). Click on the
pull-down button to see a list of acceptable picture files currently on your disk. You
can use any of the following picture file types: bmp, jpg, or gif. Note: The picture
must be located on that individual workstation (not the server) in order to work
properly.
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You can design your own header pictures using any graphics editing program.
Microsoft Windows includes a simple graphics program (Microsoft Paint) that you
can use for creating images. Follow these guidelines when creating your header
files:
Genesis supports .bmp, .jpg, and .gif file formats. Make sure you save your
header file in one of these formats.
Genesis will not display parts of your picture that are larger than the header area
on your screen.
Experiment with entering text in your graphic image as a way to communicate
important messages to your staff at the point of sale.
Email Settings
Genesis employs a feature called WebLink that allows you to transmit various documents via e-mail. These
types of documents can be transmitted:
Purchase Orders - You can e-mail individual purchase orders, or transmit them in batches at a specific
time of day.
Missing Acknowledgment Letters - You can now send e-mail letters to manufacturers when an order is
not acknowledged.
Past Due Order Letters - Send e-mail letters to your manufacturers for late arriving orders.
Customer Acknowledgment Letters - Notify your customers about the status of their order via e-mail.
E-Mail Message - Send an e-mail message to anyone with an e-mail address at any time. Genesis
automatically builds a list of frequently used e-mail addresses for you.
Follow these steps to setup WebLink before using it for the first time:
1 Make sure you have a working internet connection on your computer. Windows Help provides detailed
instructions about how to setup an internet connection. Genesis will use your Windows internet connec-
tion when transmitting documents. Any type of internet connection can be used including dial-up, ISDN,
DSL, or cable modem.
2 Click on the Email Setup button from the ICS Setup Main Menu.
3 The Email Setup tab will appear. Complete the fields with your email information (see field detail
information below). If you do not know this information, consult your email service provider.
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4 Click on the Save button
C Field Detail
Outgoing Mail Server - Enter the internet address of the server that manages your
outgoing mail.
Incoming Mail Server - Enter the internet address of the server that manages your
incoming mail.
Your E-Mail Address - Enter your e-mail address (e.g. janedoe@america.com)
Using a Dial Up Connection For Internet Access - Check this option if you are
using a dial-up option to connect to the internet instead of an always on connection
like ISDN, or DSL.
Outgoing Server Requires Authentication - Some e-mail servers require a user ID
code and a password from the sending party (thats you) before transmitting the e-
mail document to a recipient. Select this option if your service provider requires
authentication and then enter the appropriate user ID code and password. Your user
ID and password can be obtained from your e-mail service provider.
Exit the ICS Setup Module
When you are through setting up all of the sections in the ICS Setup Module, select File from the menu at
the top left corner of the ICS Setup Main Menu screen. Then select Exit to exit the ICS Setup module and
return to the Genesis Main Menu. Note: You can alternatively click on the X in the upper right corner of the
window to close the ISC Setup Module.
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Accounts Receivable (A/R Setup)
Launch the A/R Setup Module
Note: The Data File Location for the A/R Setup and Accounts Receivable modules share the same Data File
Location that was setup in the ICS Setup module in a previous step.
1 Launch the AR Setup Module by clicking on the Genesis logo from the Genesis Main Menu and then
select Setups and then AR Setup.
2 A password entry box will appear. Enter the password that you set up in ICS Setup in the previous step.
The master password you create in ICS Setup, will be used within ICS Setup, AR Setup, Accounts
Receivable and the Inventory Control System.
General Setup
The general setup tab is used for setting up:
Transaction Classifications - These settings assign general ledger account numbers to various types
of customer related transactions (i.e. purchases, payments, interest, etc.) These general ledger account
numbers will automatically be debited, or credited, when you post transactions to a customer account.
This is also how Genesis determines if the dollar amounts posted to a customer account appear under
the purchases heading, the payments heading, the sales tax heading, and so on.
A/R Category Codes - You may define up to 49 categories for your customers. You can then assign
each one of your customers to a category. Using the categories is a way of departmentalizing your
customers. Any combination of categories can be selected for statement printing, report printing, or past
due letter printing. You will also setup the general ledger account numbers that are debited, and cred-
ited, when you receive a payment on account for a customer in each category. Additional entries can be
made to automatically distribute contract discounts from 3rd party finance sources.
Instructions
1 Launch the A/R Setup Module. The General Setup tab appear.
2 Complete the information on the screen. Refer to the information below these instructions for additional
assistance on the individual fields.
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C Fields Detail - Transaction Classification
Five types of transactions can be posted to a customers account:
Purchases - Any transaction involving the sale, or return, of merchandise or services.
Payments - Payments on the customers account by a variety of methods including cash, check, and
charge card.
Late Charges - Additional charges added to a customer account. These include late charges for install-
ment/open/lay away accounts and finance charges for revolving accounts.
Sales Tax - Any transaction involving sales tax charges.
Other Charges - Any charge that is not encompassed in the existing transaction classification structure.
You can specify two individual account numbers, and a range of account numbers for each transaction
classificatin. Important: Every field, in every column must be completed. You can enter the same account
number in each column if necessary. You can type distinct account numbers in the first two columns, and a
range of account numbers in the last two columns. Be sure not to overlap account ranges between any
classifications.
Purchases - Enter your account(s) for sales income. Any transactions using these
account number will be considered a purchase.
Payments - Enter general ledger account numbers that will be affected by customer
payments (cash, credit cards, etc.). Any transactions using these account numbers
will be considered a payment. Tip: Do not enter your account number for Accounts
Receivable. The A/R program automatically uses your account number for A/R to
balance your entries.
Late Charges - Enter your account numbers for late charges, and finance charges.
Your entries are color coded on this row. The account number for late charges
should be entered in the red field. The account number for finance charges should
be entered in the blue field.
Other Charges - Enter account number(s) for other miscellaneous charges. You
might include account numbers for clearing accounts, or refund accounts, in this
column. In addition to the account numbers you specify, any charge that Genesis
cannot identify is automatically placed in this classification.
Sales Tax - Enter your account numbers for sales tax (when appropriate). Enter the
account numbers for sales if sales tax is not applicable to your business.
C Field Detail - A/R Category Codes
A/R categories provide a convenient way to group your A/R customers into subgroups. You can then print
aging reports, statements, or past due letters, for each category of customers. Categories also give you the
ability to exclude certain groups of customers from routine functions (i.e. excluding special order customers
from past due letter printing). Most reports contain subtotals for the amounts owed to you by each category
to assist you in analyzing your customer account balances.
Enter up to 49 category codes for your A/R customer base. All columns and rows in the debit and credit
columns must be completed in this table.
Each style of A/R customer should be placed in a separate category. Here are some examples of common
A/R categories:
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Layaways
Installment Contracts
Third Party Financed
Revolving Accounts
30 Day Open
90 Day Open
Follow these guidelines when completing each column:
Description - Enter the brief description of the category. This description will appear
on lookup lists, and on reports. Make sure your most commonly used category is the
first on the list. This will be the default choice in other parts of the A/R system.
Debit - Enter your account number for cash payments in this column. This is typi-
cally your cash in bank account.
Credit - Enter the general ledger account number to credit when a transaction is
posted to a customer account in Accounts Receivable. You can enter a different
account number for each category. All rows must be completed in this column. This
is typically your Accounts Receivable account.
Disc? - Click on a check box in this column if you will be using this A/R category to
manage 3rd party financing of A/R contracts. Genesis will then automatically calcu-
late and deduct a discount amount when the sale for the customer is completed
(using the Record Delivered Sales option in the Inventory Control System).
Act # - Enter the General Ledger account number you would like 3rd party finance
discounts charged to. This account number should usually be an expense account.
Rate - Enter the discount rate you are being charged by the 3rd party finance com-
pany. This will be used to calculate the discount amount. The discount is calculated
as a percent of the customers payment made through the Inventory Control System.
Customer Defaults
Installment Versus Revolving Accounts
A revolving account works like a credit card type account and is used when your company finances its own
accounts. All other account types are considered installment accounts (e.g. open, lay away).
You can flag each customers account as either an installment or revolving type account by checking the
Revolving Type Account check box on the customers Billing Information tab. Genesis handles charges for
revolving and installment accounts differently.
Finance Charges - Finance charges are applied only to revolving accounts and cannot be applied to
any other type of account. Finance charges are determined by calculating the customers average daily
balance during the billing period, and then multiplying the monthly interest rate (A.P.R. divided by 12) by
this amount to arrive at the finance charge amount. Revolving accounts are normally set up with 24, or
26, monthly payments.
Interest Charges. - Interest charges are monthly surcharges applied to a customers loan amount. The
A.P.R. and Amount Financed fields on a customer record determine the loan amount and monthly
payment amount. The monthly payment amount will include the appropriate interest charge as calcu-
lated using the rule of 78 (unless the Simple Interest option is selected). The loan amount will reflect the
sum of all of the payments for the account. (See definitions below).
Late Charges - Late charges are typically applied to installment accounts, but can also be applied to
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revolving accounts if the option is selected while applying late charges.
rule of 78 - A common method for calculating interest on an installment loan where interest is
calculated based upon the remaining principal at the end of each month.
simple interest - Interest on installment loans is calculated by multiplying the loan amount
by the interest rate. Then the total interest plus the total loan amount are divided by the
number of payments to get the monthly payment amount.
Creating Default Settings
Instructions
1 Click on the Customer Defaults tab at the top of the A/R Setup window.
2 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
C Field Details - Customer Default
A.P.R. % - Enter the annual percentage rate for calculating loan amounts on install-
ment accounts and finance charges on revolving accounts.
# of Monthly Payments - Enter the default number of monthly payments for Install-
ment and Revolving accounts. This number can be changed on customer records
during invoice entry or by editing a customer account in the Accounts Receivable
Program.
Monthly Late Charge % - Enter the monthly late charge rate (with decimal) for
installment type accounts.
Automatic Payment Calculation - Check this option if you want Genesis to auto-
matically complete the payment amount field when creating new customer accounts
(recommended). The payment amount is determined by the loan amount, number of
monthly payments and A.P.R. Genesis will display the payment amount on your
screen if you do not check this option. However, the payment amount field will not be
automatically completed for you.
Pre-Charge Interest on Installment Loan Amount - Check this option if you want
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Genesis to calculate a loan amount for the customer that includes the total amount of
interest for the life of the loan. This option should normally be checked if you plan to
carry interest bearing installment/open/lay away accounts.
Use simple interest instead of Rule of 78 - Check this option if you want Genesis to
calculate interest charges on installment loans using simple interest instead of the
standard Rule of 78 method.
Exclude Finance Charges When Calculating Average Daily Balance - Check this
option if you want Genesis to ignore previous finance charges on revolving accounts
when calculating the average daily balance for a customer. Keep in mind that new
finance charges are applied to customer accounts as a percent of the customers
average daily balance. Checking this option will lower the amount of the average daily
balance for customers with finance charges on their account.
Ignore Original Down Payment Amount When Calculating Aging Status - This
option allows you to determine whether down payments are included when aging ac-
counts.
Allow Revolving/Installment Selection at Point of Sale - Check this option if you
would like to select the type of customer account at the time a sales invoice for the
customer is entered into the computer. The user will be prompted to select Installment or
Revolving for an account type when each sales invoice is saved to disk.
Use Revolving for Default Type - Check this option if the majority of your customer
accounts are revolving type accounts. Each new account will automatically have the
Revolving Customer Account option selected. You can uncheck this option on individual
customer records if the customer account is not a revolving type.
Past Due Letters
1 Click on the Past Due Letters tab.
2 Select your Aging Criteria by clicking either on Age From Date of Last Payment or Age from Last Sched-
uled Payment Date.
3 Enter your desired past due ranges. The following chart provides a typical example of how to set this up.
From Days To Days
0 29
30 59
60 89
90 119
120 9999
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Contract Insurance
Check the Add insurance charges to credit sales transactions at point of sale box to enable this
feature. Then complete the fields and click Save. A prompt will appear at the point of sale so salespeople
can add insurance to the customers contract.
Printing/Other Setup
Each workstation can individually specify a printer to which it will print A/R statements (Genesis stores the
printer setup information for each workstation on the hard disk drive in that workstation). The reports in A/R
will print to your Windows defaul printer. Important: You will need to install the appropriate printer driver for
your printer if it is not displayed on your screen. Consult the Users Guide for your printer for instructions
about how to install the printer driver for your printer. You will need to update your printer setup screens in
Genesis For Windows each time you install a new printer driver on your computer.
1 Click on the Printer/Other Setup tab.
2 Click on Click Here for Report Printing Setup. Complete any desired option and then click Save.
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3 Click on Click Here for Statement Printing Setup. Select the type of printer and the printers name to
which you wish to print statements and then click Save.
4 Click on Click Here for Email Setup. This option allows you to email statements to customers. Com-
plete the fields with the information provided by your service provider and then click Save.
5 The Screen Display Properties area allows you to determine the background image that appears in the
Accounts Receivable Module. To disable any backgrounds from appearing (this can save time if you are
working from a remote location), check the box next to Disable screen backgrounds for faster
display. If you do want a background image to display, click on the Down-Arrow to select an image from
your computer. Note: The image must be located within the Genesis folder on your local workstation
(not the server) in order to work properly.
7 After selecting the image from your computer, you will be returned to the Printer/Other Setup tab.
8 Click on Save.
Note: You will not need to complete the Supervisor Setup tab at this time. Instructions for this section are
provided in a later step.
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Customer Service
Launch the Customer Service Module
1 From the Genesis Main Menu, click on the Customer Service link (on the right side of the screen).
2 If a screen appears that asks you to set up the Data File Location, follow the instructions in the next
step to complete this screen.
Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the Customer Service Module and a screen appears that asks you to specify the Data File
Location, follow the steps below. If this screen does not appear, click on Maintenance and then Setup
and Maintenance Options and then Data File Location from the menu at theop of the Customer
Service Main Menu.
2 Select G: from the drop down list (or select the disk drive thatrepresents where your data files are
stored on your server. This disk drive will represent the mapped drive that you completed in an
earlierstep).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for you changes to take effect. Click OK.
6 A window may apper labeled File Conversion in Progress. If so, click on the X in the upper right
corner of the window to close it.
7 Click on Customer Service from the Genesis Main Menu to re-launch the program again.
Note: Shared data, such as invoices, checks and vendor records are stored on your server. However, the
printer and data file configuration files are stored on the local hard drive in each workstation. This allows
you to store separate printer configurations for each workstation.
Printer Setup
Genesis supports most Windows compatible printers. Your selected printer should be installed with a valid
Windows printer driver before attempting to print to it from Genesis.
1 Select Maintenance from the Customer Service Main Menu.
2 Select Setup and Maintenance Options.
3 Select Printer Setup.
4 Select any desired options. Note: To move the left margin of your prints to the right 1/2 inch, enter 720
into the Left Margin field (1440=1 Inch).
5 Click on the Save button.
Setup Miscellaneous Options
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1 Launch the Customer Service Module by clicking on Customer Service from the Genesis Main Menu.
2 The Customer Service Main Menu will appear. Select Maintenance from the menu at the top of the
window.
3 Select Setup and Maintenance Options.
4 Select Misc Setup Options.
5 Complete the prompts on the screen. Refer to the information below these instructions for additional
assistance on the individual fields.
6 Click on Save.
C Field Detail Setup and Maintenance Options Screen
Allow Accounts Payable Posting - You can automatically setup a credit in Ac-
counts Payable for any vendor while completing a service record. Click on this
option to enable this feature.
Address Printing - Select the From address you would like printed on work orders
and parts orders. Choose from 2 options: Click on Use Name and Address from
Inventory System Setup if you would like to use the name and address you speci-
fied under General Setup Options in the ICS Setup program. Enter a different name
and address at the prompts provided. This address information will appear on the
work orders and parts orders. Make sure the Use Name and Address... option is
not checked if you choose to use a different name.
Folder Colors - Use the slider bars to customize the color of the folders that appear
on your screen when updating a service record, or printing reports.
Disable Screen Backgrounds for Faster Display - To disable any backgrounds
from appearing (this can save time if you are working from a remote location), check
the box next to Disable screen backgrounds for faster display. If you do want a
background image to display, click on the Down-Arrow to select an image from your
computer. Note: The image must be located within the Genesis folder on your local
workstation (not the server) in order to work properly.
Enter Service Peoples Names
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Each work order that is entered can be assigned to an individual employee or outside service person. This
allows each person to view reports and track their specific service calls.
1 Select Maintenance from the Customer Service Main Menu.
2 Select Setup and Maintenance Options.
3 Select Enter Service Peoples Names.
4 Enter the name of each person who will be entering service orders and those doing the service work.
5 Click on the Save button.
Service Fee Schedule
You can set up fee schedules for service work you perform on a repeated basis. A separate schedule can
be defined for labor charges, parts, and other misc. types of charges. The entries in your fee schedules can
be referenced while entering service records. This will also help you make sure the correct amount is
charged for a service call (whenever charges are appropriate).
1 Select Maintenance from the Customer Service Main Menu.
2 Select Setup and Mainenance Options.
3 Select Setup Fee Schedule.
4 Click on Labor, Parts, Other, Other1 or Other2 to select a fee schedule. Other1 and Other2 are user
definable charges. Provide a brief description of these charges at the prompts located at the bottom of
the window.
5 Enter a description and corresponding dollar amount, for any type of service activity you perform. The
description should describe the type of service work being performed, or a part name. The dollar
amount should be the amount you typically charge for this type of work or service item. Your entries in
this table will be available when setting up service records by clicking on the down-arrow button.
6 Click on the Done button.
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Email Setup
This option gives you the ability to send any parts or work order via e-mail.
1 Select Maintenance from the Customer Service Main Menu.
2 Select Setup and Mainenance Options.
3 Select E-Mail Setup.
4 Complete the prompts on the setup screen. You may need to obtain this information from your internet
service provider.
C Field Detail E-Mail Setup Screen
Outgoing Mail Server - Enter the internet address of the server that manages your
outgoing mail.
Incoming Mail Server - Enter the internet address of the server that manages your
incoming mail.
Your E-Mail Address - Enter your e-mail address (e.g. janedoe@america.com).
Using a Dial Up Connection For Internet Access - Check this option if you are
using a dial-up option to connect to the internet instead of an always on connection
like ISDN or DSL.
Outgoing Server Requires Authentication - Some e-mail servers require a user
I.D. code and a password from the sending party (thats you) before transmitting the
e-mail document to a recipient. Select this option if your service provider requires
authenticaion and then enter the appropriate user I.D. code and password. Your user
I.D. and password can be obtained from your e-mail service provider.
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Mailing List
Launch the Mailing List
1 Click on Mailing List from the Genesis Main Menu.
2 If a screen appears that asks you to set up the Data File Location, follow the instructions in the next
step to complete this screen.
Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the Mailing List Module and a screen appears that asks you to specify the Data File
Location, follow the steps below. If this screen does not appear, click on Maintenance and then Data
File Location from the menu at the top of the Mailing List Main Menu.
2 Select G: from the drop down list (or select the disk drive that represents where your data files are
stored on your server. This disk drive will represent the mapped drive that you completed in an earlier
step).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for you changes to take effect. Click OK.
6 Click on Mailing List from the Genesis Main Menu to launch the program again.
Note: Shared data, such as your mailing list are stored on your server. However, the printer and data file
configuration files are stored on the local hard drive in each workstatin. This allows you to store separate
printer configurations for each workstation.
Printer Setup
You will need to tell Genesis what type of printer you are using and how the printer is attached to your
computer. This is accomplished through the Printer Setup screen located on the Maintenance Menu.
Genesis supports most Windows compatible printers. Your selected printer should be installed with a valid
Windows printer driver before attempting to print to it from Genesis.
1 Select Maintenance from the Mailing List Main Menu.
2 Select Setup and then Report Printer Setup.
3 Select any desired options. Note: To move the left margin of your prints to the right 1/2 inch, enter 720
into the Left Margin field (1440=1 Inch).
4 Click on the Save button.
Default Setup
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Use this option to choose the dollar amount you want to track for each customer in the mailing list:
1 Select Maintenance from the menu at the top of the Mailing List Main Menu.
2 Select Setup and then General Defaults.
3 Complete the prompts on the screen. Refer to the information below these instructions for additional
assistance on the individual fields.
4 Click on Save.
C Field Detail - Mailing List Defaults
Purchase Amount to Track for Each Customer - This option will determine the
dollar amount to be tracked for each customer in the mailing list. Choose from these
options:
Last Purchase Will track only the amount of the most recent purchase for each
customer.
Total Purchases - Will track the cumulative amount of purchases for the customer.
Important: Do not alter this setting after you have entered names and addresses into
the mailing list. Doing so will caus erroneous results when searching for customers
by purchase amount.
Screen Background Picture Selection - To disable any backgrounds from appear-
ing (this can save time if you are working from a remote location), check the box
next to Disable screen backgrounds for faster display. If you do want a background
image to display, click on the Down-Arrow to select an image from your computer.
Note: The image must be located within the Genesis folder on your local workstation
(not the server) in order to work properly. Check the Enable Display Options for
Canada box if your business is located in Canada.
Web Link Defaults - This button allows you to setup your system for sending letters
via email (see instructions in Chapter 10).
Exit the Mailing List Module
When you are through setting up the Mailing List Module, select File from the menu at the top left corner of
the Mailing List Main Menu. Then select Exit to exit the Mailing List module and return to the Genesis Main
Menu. Note: You can alternatively click on the X in the upper right corner of the window to close the Mailing
List Module.
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Accounts Payable
Launch the Accounts Payable Module
1 Launch the Accounts Payable Module by clicking on Accounts Payable from the Genesis Main Menu.
2 If a screen appears asking you to set up the Data File Location, follow the instructions in the next step.
Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the Accounts Payable Module and a screen appears that asks you to specify the Data File
Location, follow the steps below. If this screen does not appear, click on Maintenance, then Data File
Location from the menu at the top Accounts Payable Main Menu.
2 Select G: from the drop down list (or select the disk drive that represents where your data files are
stored on your server. This disk drive will represent the mapped drive completed in an earlier step).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for you changes to take effect. Just go back to the
Genesis Main Menu and thn launch the program again.
Master Password
You may create a master password that will be required for access to the Accounts Payable Module.
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1 From the Accounts Payable Main Menu, Select Maintenance from the menu at the top of the window,
then Defaults and then Master Password.
2 Enter a four-character password. This may include letters and/or numbers.
3 Click on Finish. A message will appear confiring your new password. Click OK.
Posting Defaults
The checks you create and print in the Accounts Payable program must be posted to the General Ledger
program before those checks will appear in the General Ledger Check Register Report. Posting defaults
are used to tell Genesis how to post your checks into the General Ledger check register.
1 From the Accounts Payable Main Menu, Select Maintenance from the menu at the top of the window,
then Defaults and then Posting Defaults.
2 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
3 Click on Save.
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C Field Detail - Posting Defaults
Posting Method - Genesis supports two methods for posting checks into the
General Ledger. The method you select also affects how the period end closing in
the Accounts Payable module is completed. See the chart following this table for a
comparison of how the two methods work.
Dating Method For Invoices - The invoices you setup for payment in the A/P
program are assigned a posting date. The posting date for each invoice determines
the accounting period the invoice will appear in. You can selec the type of date
Genesis uses for the posting date for greater flexibility:
a) Invoice Date - Genesis will use the invoice date you supply while setting up the
invoice for payment. This method provides greater flexibility (especially at the
beginning of a new month when you may be setting up invoices for payment from
the previous month).
b) Computers System Date - Genesis will use the system date for your computer
when assigning a posting date to the invoice.
G/L Account # for Cash In Bank - This account number will be used for the credit
entry on each check as it is posted into the general ledger check register. Enter a
valid account number from your Chart of Accounts. This is an asset account. Tip:
The Cash In Bank account number can be changed when checks are posted to the
G/L if you select the View Each Check Before Posting option.
G/L Account # for Accounts Payable - This account number will be used for the
debit entry on each check as it is posted into the general ledger check register. Enter
a valid account number for accounts payable from your Chart of Accounts (it should
be a liability account). This entry is also used during the month-end closing process.
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Disk Directory for G/L Files - This prompt is provided only for compatibility with
earlier versions of Genesis for Windows.
Posting Method Comparison
Check Creation Method
The Check Creation Method determines how you select invoices for payment. Two options exist:
Point and Click - This method allows you to create checks by clicking on invoices that appear in a list on
your screen. The Point and Click Method is best if you like to selectively choose invoices for payment
whenever you create checks. This is the default choice.
Pay Date - This method allows you to schedule invoices for payment on a specific date and then auto-
matically create checks for all invoices scheduled on that date. This method involves minimal interven-
tion on your part to create checks, but requires planning to be used effectively. For example, you should
plan to pay bills only on specific days, or dates, if you choose the Pay Date method.
Instructions
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults and then Check Creation
Method.
2 Select either Point and Click or Pay Date as your Check Creation Method.
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3 Click on Save.
Printer Setup
Genesis supports most Windows compatible printers. Your selected printer should be installed with a valid
Windows printer driver before attempting to print to it from Genesis.
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults and then Printer Selection
and Setup.
2 Select Report Printer Setup. Select any desired options. Note: To move the left margin of your prints to
the right 1/2 inch, enter 720 into the Left Margin field (1440=1 Inch). Click on Save.
3 Select Check Printer Selection. Click on the type of printer and the printers name to which you wish to
print checks. Click on Save. See additional instruction below.
Check Printing Defaults
Check printing defaults determine how your checks print. The printing defaults are setup differently for
laser/ink jet printers, and dot matrix printers. So, depending on what type of printer you selected in the
previous Check Printer Selection screen, follow the corresponding instructions below.
Laser Check Defaults
Genesis uses a fixed printing format for checks if you are using a laser printer. Any Quicken compatible
check will work with Genesis. You can obtain compatible check forms from Dynamic Systems at 1-800-782-
2946. The checks are an 8.5" by 11" form with 2 stubs on the lower portion of the check.
You should not have to make any changes to the check printing format if you ae using an ink jet, or laser,
printer. However, due to differences in printer drivers you may sometimes need to make an adjustment if
your checks do not print correctly. If so, follow these steps:
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults and then Check Printing
Defaults.
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2 The Check Printing Defaults screen will be displayed. Enter a vertical offset number to move the print-
ing on the check form up, or down. Enter a negative number to move the printing closer to the top of the
page. Enter a positive number to move the printing further down. For example, enter -1440 to move
the printing 1 inch closer to the top of the page (1440 units equals 1 inch on the printed page).
3 Click on Print the check memo information checkbox to print in the memo field on checks (laser
checks only). Genesis will print the G/L account number and invoice number for the first entry on the
check in the memo field.
4 Click Save.
Dot Matrix Check Defaults
Genesis uses a variable check format for dot matrix printers. A wide variety of check formats are accept-
able. The check stub can appear on the top, or bottom. Two basic formatting rules apply:
The check date must print above the pay line.
The pay line must print above the payee information (name, address, etc.)
Instructions
1 Click Maintenance from the Accounts Payable Main Menu, then Defaults and then Check Printing
Defaults.
2 The Check Printing Defaults screen for dot matrix printers will be displayed. Complete the fields. Refer
to the information below these instructions for additional assistance on the individual fields
3 Click Save.
C Field Detail - Dot Matrix Check Printing Defaults
Form Length In Lines - Enter the number of lines per check using 6 lines per inch.
Tab Over Before Printng Date - The number of spaces to tab horizontally before
printing the check date.
Tab Down After Printing Date - The number of lines to roll down the check form
before printing the pay line.
Tab Down After Printing Pay Line - The number of lines to roll down the check
form before printing the payee information. The payee information consists of the
payees name and address information.
Tab Over Before Printing Payee Info -The number of spaces to tab horizontally
before printing the Payee information.
Tab Down To Stub After Payee Info - The number of lines to roll down the check
before printing the check stub information.
Printing Position For Check Stub - Click on Bottom if the check stub appears on
the bottom of each check form. Click Top if the check stub appears at the top of
each check form.
1099 Printing Defaults
You can print 1099-Misc. forms for the year ending. A standard laser or ink jet compatible 1099-Misc. form
is required.
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults and then Printer Selection
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and Setup.
2 Select 1099 Printing Defaults.
3 Complete the fields in the top table with your company information. Note: A Federal I.D. Number is
required.
4 Complete the optional margin fields. Your entries at these prompts will adjust the printing position of the
1099 information on the printed page. No adjustment should be necessary under most circumstances.
You should experiment with different values at these prompts if your printed 1099 forms are not aligning
properly in your printer.
5 Click on Save.
Discount Table
The discount terms you set up on this screen are available for selection on any vendor record in the sys-
tem. These discounts can be selected while entering a vendors invoice and help automate the payment
process.
Instructions
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults and then Discount Table
Defaults.
2 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields
3 Click on Save.
C Field Details - Discount Table Defalts
Discount Table - Enter a discount rate and the corresponding number of days from
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an invoice date in which a check must be created in order for this discount to be
automatically taken. Tip: Genesis uses the number of days entry in the automatic
discount table to calculate the appropriate pay date for invoices. For example, an
invoice entered with an invoice date of 12/02/1999 will automatically have a due
date and pay date of 12/02/1999. You can use this feature even if a discount is not
available by entering 0 in the discount percent column, and a specific number of
days in the number of days column.
G/L Account # for Discounts - Enter the general ledger account number you want
Genesis to use when automatically taking discounts. The amount of the discount will
be posted to this account number. The general ledger account number used for this
field is typically the Discounts Earned account from your chart of accounts.
G/L Account # for Freight Expense - Genesis will not calculate automatic dis-
counts on any invoice set up for payment with the account number you enter here.
This is most useful for freight invoices since discounts are not normally taken on
freight amounts. Enter your account number for Freight Expense at this prompt.
Display Settings
The display settings option allows you to customize the way your Accounts Payable Module looks.
Instructions
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults, then Display Settings.
2 Adjust the color of your folders by clicking on the left or right arrow next to each color until the desired
results are achieved.
3 The Background Screen Picture File field allows you to determine the background image that appears
in the Accounts Payable Module. To disable any backgrounds from appearing (this can save time if you
are working from a remote location), check the box next to Disable screen backgrounds for faster
display. If you do want a background image to display, click on the Down-Arrow to select an image from
your computer. Note: The image must be located within the Genesis folder on your local workstation
(not the server) in order to work properly.
4 Click on Save. A message will appear instructing you to restart the A/P Module in order for your
changes to take affect. Click OK and then choose File and then Exit from the menu at the top of the
Accounts Payable Main Menu. This will exit Accounts Payable and return you to the Genesis Main
Menu. Relaunch Accounts Payable.
Check for Duplicate Invoice Numbers
When this feature is enabled, you will receive a warning message when you attempt to save an invoice that
contains an invoice number already entered for that vendor.
Instructions
1 Select Maintenance from the Accounts Payable Main Menu, then Defaults.
2 If there is a check mark next to Check for Duplicate Invoice Numbers, then this feature is enabled. If
there isnt a check mark, you can enable it by clicking on Check for Duplicate Invoice Numbers.
3 Click on Save.
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Exit the Accounts Payable Module
When you are through setting up the Accounts Payable Module, select File from th menu at the top left
corner of the Accounts Payable Main Menu. Then select Exit to exit and return to the Genesis Main Menu.
Note: You can alternatively click on the X in the upper right corner of the window to exit Accounts Payable.
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Payroll
Launch the Payroll Module
1 From the Genesis Main Menu, click on Payroll to launch the Payroll Module.
2 If you have not previously setup the data file location for Payroll, then you may need to complete the
following steps:
a) A welcome message will appear. Click on OK.
b) A Help window will appear. Click on the X in the upper right corner of the window to close it.
c) A message will appear reading 75 error has been encountered. Shutting down. Click on OK.
d) A message will appear reading The data drive that was previously specified is no longer valid.
Please select a new data drive. Click on OK.
e) A screen will appear that asks you to set up the Data File Location. Follow the instructions in the
next
step to complete this screen.
Set the Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the Payroll Module and a screen appears that asks you to specify the Data File Location,
follow the steps below. If this screen does not appear, click on Maintenance at the top of the Payroll
Main Menu, then select Defaults and then Data File Location.
2 Select the disk drive from the drop down list that represents where your data files are stored on your
server (the disk drive will represent the mapped drive that you completed in an earlier step).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path (usually G:\Genesis) for your data files
should be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for your changes to take effect. Click OK and launch
the Payroll module again from the Genesis Main Menu.
Payroll Password
1 Select Maintenance at the top of the Payroll Main Menu.
2 Select Defaults and then Password.
3 Enter your desired password into the field. It can include numbers or letters and should be four charac-
ters long. Note: This password can be different from passwords you setup in other modules.
4 Click on the Save button.
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Printer Setup
1 Select Maintenance from the top of the Payroll Main Menu.
2 Select Defaults, then Printing Setups and then Report Printer Setups.
3 Select any desired options. Note:To move the left margin of your prints to the right 1/2 inch, enter 720
into the Left Margin field (1440=1 Inch). Click on Save. See additional instructions below.
4 Select Checks and W2 Statement Printer Selection. Select the printer type and printers name to
which you wish to print Payroll checks and W2 statements. Click on Save.
Compatible Checks
Genesis uses a double voucher, Quicken compatible check format. You can obtain compatible check forms
from Dynamic Systems at 1-800-782-2946. The checks are an 8.5" by 11" form with 2 stubs on the lower
portion of the check.
Laser Check Defaults
The check printing format for laser printers is preset and cannot be changed. However, you can adjust the
Vertical Offset if needed. Thiswill affect where the check starts printing at the top of the page. To adjust this,
follow these instructions.
1 Select Maintenance from the top of the Payroll Main Menu.
2 Select Defaults, then Printing Setups and then Check formatting.
3 Enter a positive or negative number. A negative number will cause your checks to print higher up on the
page, and a positive number will cause them to print lower. Enter 1440 to have your checks print one
inch further down on the page.
4 Click on Save.
Dot Matrix Check Defaults
Genesis will accommodate a wide variety of check formats for dot matrix printers. This is possible because
you can program where different types of information will be printed on each check.
1 Select Maintenance at the top of the Payroll Main Menu.
2 Select Defaults, then Printing Setups and then Check Formatting.
3 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
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4 Click on Save button.
C Field Detail - Dot Matrix Check Defaults
Stub Position - Click Top if your check stub prints above the actual check. Click
Bottom if your check stub prints after the check. Note: The format for the check stub
is fixed and cannot be changed.
Form Length In Lines - Enter the length of your entire check form in lines at 6 lines
per inch.
Space Over Before Printing Date - Enter the number of spaces to move from the
left edge of the check before printing the date on the check.
Lines Down After Printing Date - Enter the number of lines to move down the
check after printing the date and then print the pay line.
Lines Down After Printing Pay Line - Enter the number of lines to move down the
check after printing the pay line and then print the payees name and address.
Space Over Before Printing Payee Info - Enter the number of spaces to move
from the left edge of the check before printing the payee information (the employees
name and address).
Lines Between Check Halves - Enter the number of lines to move down the check
after printing the payee information and then print the check stub.
Troubleshooting:
Problem: The printing on my checks is sliding down the checks.
Solution: Reduce the Form Length In Lines value.
Problem: The printing on my checks is moving up the checks.
Solution: Increase the Form Length In Lines value.
Problem: The check stub information is printing on the check portion.
Solution: 1. Make sure the correct stub position is selected (Top or Bottom)
2. Increase the Lines Between Check Halves value.
General Rates and Limits
This setup option is used to:
Establish rates and limits that apply to all employees. Some of these taxes are deducted from employee
paychecks, and others are not. Study the description of each to determine how this tax applies to you.
Determine which taxes can be calculated as a percent of an employees adjusted gross pay when pre-
tax deductions are in use (i.e. CAFE plans, 401K plans).
Establish the rate at which each hour of overtime worked is paid. This is usually 1.5 times the normal
hourly rate.
Instructions
1 Click on Payroll from the Genesis Main Menu to launch the Payroll Module.
2 Select Maintenance from the Payroll Main Menu.
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3 Select General Rates and Limits.
4 The General Rates and Limits window will appear. The information for each state will be listed in the
columns. Scroll to the right to find your states) and verify the information listed. You only need to check
the column(s) in which your employees reside. Edit any information necessary. The rates you enter may
be the same for all states (like FICA), or the rates might vary from state to state. Refer to the information
below these instructions for additional assistance on the individual fields.
5 Click on Save button.
C Field Detail - General Rates and Limits
FICA SS % - This rate is the social security portion of the FICA tax. FICA taxes are
deducted from employee paychecks using the rate you enter here.
FICA SS Limit $ - This limit is the maximum amount of gross pay on which FICA
social security tax that can be deducted from an employees paycheck in a single
year. Genesis will automatically stop deducting the FICA SS tax once the
employees year-to-date gross pay exceeds this limit.
FICA MD % - This rate is the Medicare portion of the FICA tax.
FICA MD Limit $ - This limit is the maximum amount of gross pay on which FICA
Medicare tax that can be deducted from an employees paycheck in a single year.
Genesis will automatically stop deducting the FICA MD tax once the employees
year-to-date gross pay exceeds this limit.
FUI % - This rate is for Federal Uemployment Insurance reporting. This rate is
required if you plan to print the Quarterly Tax Report. The FUI rate can be obtained
from the IRS. F.U.I. taxes are not deducted from employee paychecks. Genesis
assumes the employer pays all of this tax.
FUI Limit $ - This limit is the maximum amount of gross pay on which FUI tax can
be levied for each employee every year.
SUI % - This rate is for State Unemployment Insurance reporting. This rate is re-
quired if you plan to print the Quarterly Tax Report. S.U.I. rates vary from state to
state. You should contact your state department of revenue for the rate that applies
to your company. S.U.I. taxes are not deducted from employee paychecks. Genesis
assumes the employer pays all of this tax.
SUI Limit $ - This limit is the maximum amount of gross pay on which SUI tax can
be levied for each employee every year.
Other Tax % - This rate can be used for any miscellaneous taxes you would like
deducted from employee paychecks.
Other Tax Limit - This limit is the maximum amount of gross pay on which Other
Tax can be deducted from an employees paycheck each year.
Hourly - This is a dollar amount that is deducted from an employees paycheck for
each hour worked (including overtime hours at regular hourly rates).
Hourly Limit - This limit is the maximum amount of gross pay on which Hourly tax
can be deducted from an employees paycheck each year.
LTD % (nonfunctional) - This rate is the Long Term Disability tax rate. It is currently
reserved for future use.
LTD Limit $ (nonfunctional) - This limit is the Long Term Disability tax limit. It is
currently reserved for future use.
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Overtime Hours Rate - Enter the value for overtime hours at the bottom of the
screen. Enter 1.5 if you are not sure what to enter here.
Pretax Deductions - Click on the payroll tax deductions at the right side of the
screen that should be calculated on an employees adjusted gross pay instead of the
employees full gross amount. This changes the way each tax is calculated for
employees with a pre-tax deduction on their employee record. Your selection in-
structs Genesis to calculate that tax on the adjusted gross pay amount for any
employee with a pre-tax deduction. Note: Only certain plans (such as 401K and
CAFE Medical Plans) are allowed to have pre-tax deductions. Consult your accoun-
tant for what is deductable for your business.
Data Entry Tip: Click on an entry in the table and then click Copy to duplicate it across the entire row.
State Withholding Tables
State withholding tables are used to calculate state withholding taxes for your employees. The method for
calculating state withholding taxes varies widely from state to state. In general, most states will use a
method similar to this:
A Determine a dollar allowance for the employee based upon the number of state withholding allowances
for that employee.
B Reduce the employees gross pay by the amount of the dollar allowance determined in previous step.
C Apply the employees adjusted gross pay to a lookup table and determine the state withholding tax.
Important Note: The methods for calculating state withholding taxes vary between states. Some states
require specific programming steps within Genesis in order to properly calculate the correct tax. For this
reason, the tax table for your state may appear to be empty.
Genesis Software provides payroll tax updates on an annual basis for a nominal fee.
Instructions
1 Select Maintenance at the top of the Payroll Main Menu.
2 Select State Withholding Tables.
3 Click on the Down-Arrow button to select your state.
4 Complete the table using the annual amounts from your state withholding tax guide. The table on your
screen is divided in 2 halves. Enter the rate schedule for single employees on the left half, and the rate
schedule for married employees on the right half. Refer to the information below these instructions for
additional assistance on the individual fields.
5 Click on Save.
C Field Detail - State Withholding Tables
$ Base (column) - Enter the minimum gross pay level for your state withholding
guide. These amounts should be listed in ascending order (smallest to largest). This
amount is used to determine the appropriate rate for calculating the employees tax.
% Added (column) - Enter the tax rate corresponding to entry in the $ Base column.
$ Added (column) - Enter the added dollar amount that corresponds to the entry in
the $ Base column.
$ Value of a Pre-Lookup Deduction - Enter the amount of credit given to the
employee for each state withholding allowance claimed by the employee. This will
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be used to reduce the employees gross pay prior to calculating the state tax on the
lookup table. Note: The employees pay is reduced only for calculation purposes.
The actual gross pay amount on the employees paycheck is not affected.
$ Value of a Post-Lookup Deduction - Enter a dollar amount that will be used to
reduce the employees state withholding tax. This dollar amount is multiplied by the
number of state withholding allowances claimed by the employee and then deducted
from the amount of tax calculated in the lookup table.
Deduct Federal WH before lookup - Check this option to reduce the employees
gross pay by the federal withholding amount prior to calculating state withholding tax.
Federal Withholding Tables
The federal withholding table is used to calculate federal withholding taxes for your employees. The method
for calculating federal withholding taxes is straightforward:
A Determine a dollar allowance for the employee based upon the number of federal withholding allow-
ances for that employee.
B Reduce the employees gross pay by the amount of the dollar allowance determined previous step.
C Apply the employees adjusted gross pay to a lookup table to determine the federal withholding tax.
Instructions
1 Select Maintenance at the top of the Payroll Main Menu.
2 Select Federal Withholding Table.
3 The federal computer table will be displayed. Complete the table using the annual amounts from the
Percentage Method tables in your federal withholding tax guide. The table on your screen is divided in
2 halves. Enter the rate schedule for single employees on the left half, and the rate schedule for married
employees on the right half. Refer to the information below these instructions for additional assistance
on the individual fields.
4 Click on Save.
C Field Detail - Federal Withholding Tables
$ Base (column) - Enter each minimum gross pay level from your federal withhold-
ing guide. These amounts should be listed in ascending order (smallest to largest).
This amount is used to determine the appropriate rate level for calculating the
employees withholding tax.
% Added (column) - Enter the tax rate corresponding to entry in the $ Base column.
$ Added (column) - Enter the added dollar amount that corresponds to the entry in
the $ Base column.
$ Value of a Pre-Lookup Deduction - Enter the amount of credit given to the
employee for each federal withholding allowance claimed by the employee. This will
be used to reduce the employees gross pay prior to calculating the federal tax on
the lookup table. Note: The employees pay is reduced only for calculation purposes.
The actual gross pay amount on the employees paycheck is not affected.
$ Value of a Post-Lookup Deduction - Reserved for future use.
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Deduction Descriptions
Genesis allows you to establish two pre-tax deductions and up to six after-tax payroll deductions for your
employees. You can assign names to these deductions to clarify the purpose of each deduction on reports
and payroll check stubs.
Instructions
1 Select Maintenance at the top of the Payroll Main Menu.
2 Select Defaults and then Deduction Descriptions.
3 Enter a brief description for each deduction (7 character limit). The titles you enter on this screen will
appear on payroll reports and payroll check stubs.
4 Click on Save.
Deduction Examples
You may setup various deductions specific to your company. The following list is provided as an example of
typical deductions.
Health Insurance
Child Support
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401K Plan
Donation
Payroll Posting Defaults
Each time you complete a payroll you will have the opportunity to automatically place your payroll checks in
the General Ledger Check Register. This process is referred to as posting. The deductions, gross pay, and
net pay amounts are categorized by G/L account numbers during posting. Genesis will need to know which
G/L account numbers will be used for each type of deduction so that it can properly record these amounts in
your General Ledger and Accounts Payable programs. Note: The posting defaults screen must be com-
pleted even if you do not intend to use the General Ledger module.
Instructions
1 Select Maintenance from the Payroll Main Menu.
2 Select Defaults, then select Posting Defaults and then Payroll Checks.
3 The Payroll Posting Defaults window will appear. Complete the fields. Refer the information below
these instructions for additional assistance on the individual fields.
4 Click on Save.
C Field Detail - Posting Defaults
Post Checks to G/L Location # - Enter the G/L location number you want to post
your payroll checks to. Enter 1 at this prompt if you are not sure which location
number to use.
Write Checks Against G/L Account # - Enter the G/L account number you will write
your payroll checks against. This will usually be your bank account. This account
number will be credited for the net pay amount on each check as it is posted to the
General Ledger.
Account # Table - The 10 columns across the top of the table indicate Employee
Departments. Separating your employees into departments will allow you to track
total amounts paid to a group of employees (such as warehouse or sales employ-
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ees). You determine to which department each numbered column is assigned. Then
when you create employee records in a later step, you will be able to assign each
employee a department number. The following chart shows a typical example of how
these departments can be setup:
Department # Department Name
1 Warehouse
2 Sales
3 Office Employee
Your 10 employee departments are listed from left to right across the top of the table.
The gross pay and deduction types are listed from top to bottom along the left side.
Enter the appropriate account number for each gross pay and deduction type in all
10 employee department columns. All rows and columns must be completed.
Data Entry Tips
Highlight a cell in the Gross Pay and Deductions table and then double click on an account number in
the Chart of Accounts Lookup List to insert that account number in the table.
Click on an account number in the table and then click on the Copy button to duplicate that account
number for all employee departments in that row.
For rows without a name, complete the fields by duplicating the account numbers in the previous row.
Payroll Liabilities Defaults
This option eases the work associated with writing checks for various payroll liabilities (FICA, Federal
Withholding, etc.) by automatically setting up invoices for payment in the Accounts Payable program when
your post your payroll checks.
Instructions
1 Select Maintenance from the top of the Payroll Main Menu.
2 Select Defaults, then Posting Defaults and then select Payroll Liabilities (A/P).
3 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
4 Click on Save.
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C Field Detail
Setup Liabilities in A/P while posting payroll checks - Click on the Set up
Liabilities in A/P while posting payroll checks checkbox to activate this feature. The
setup screen for payroll liabilities will be displayed. Each deduction you have setup
will be listed in the first column.
Post? - Check this box to post the totals for this deduction to a vendor record in A/P.
Date - Click on the button to choose a method to determine the dates that appear on
each entry set up for payment in the Accounts Payable module:
a) Posting Date - The Invoice Date, Due Date and Pay Date will be your computers
current system date.
b) Last Day of The Month - The Invoice Date will be your computers current system
date and the Due Date and Pay Date will be the last day of the current month.
c) 15th of Next Month - The Invoice Date will be your computers current system
date and the Due Date and Pay Date will be the 15th day of the following month.
G/L Act # - Click on the button to select the Chart of Account number you want to
post this deduction against in the A/P module. This will typically be a liability account
for withholdings and an expense account for the matching Social Security amounts.
A/P Vendor - Click on the button to select an A/P vendor. The liability will be posted
on the vendor record for your selection. Tip: You can change, or delete, any entry
posted to a vendor record from within the A/P module.
Exit the Payroll Module
When you are through setting up the Payroll Module, select File from the menu at the top left corner of the
Payroll Main Menu screen. Then select Exit to leave the Payroll module and return to the Genesis Main
Menu. Note: You can alternatively click on the X in the upper right corner of the window to exit Payroll.
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TimeClock
Desktop Shortcut
Optional: If you prefer to access the TimeClock module from a shortcut on your desktop instead of from the
Genesis Main Menu, follow these steps.
1 Right-click on an empty area on your desktop and select New and then Shortcut from the pop-up
menu.
2 Type C:\genesis\TimeClock.exe in the location field. If you installed Genesis into a different folder on
your workstation (not recommended), then you may need to click on Browse and navigate to the correct
folder and then select TimeClock.exe from the list of files.
3 Click on Next.
4 Name the shortcut Time Clock and click the Finish button.
Employee Passwords
Each employee will need their own unique password in order to be able to clock in and out. Follow these
instructions to set up their passwords. Note: You must have already entered the employees information into
the Payroll module, in order for them to appear in the Time Clock module.
1 From the Genesis Main Menu, click on the Genesis Logo, select Other Genesis Programs and then
select Genesis TimeClock to launch the Time Clock Module. Note: The TimeClock module uses the
same data file location that is set up in the Payroll module. If you receive an error 75 message when
launching TimeClock, click OK, launch Payroll and select a data file location.
2 Select Maintenance from the menu at the top of the Time Clock Main Menu.
3 Select Employee Passwords. Note: You will need to enter your Payroll password to proceed. If you did
not set up a Payroll password, exit the TimeClock Module and launch Payroll to create a password.
4 Enter a four-character password next to each employees name. Note: If there are no employee names,
then exit the Time Clock module and create the employees records in the Payroll Module.
5 Click on Save.
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General Ledger Setup (G/L Setup)
Launch the General Ledger Setup Module (G/L Setup)
1 Launch the General Ledger Setup Module by clicking on the Genesis Logo (on left side of screen) from
the Genesis Main Menu, selecting Setup from the pop-up menu and then select G/L Setup.
2 If a screen appears that asks you to set up the Data File Location, follow the steps below.
Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the General Ledger Module and a screen appears that asks you to specify the Data File
Location, follow the steps below. If this screen does not appear, click on the Files button that appears
near the bottom of the General Ledger Main Menu.
2 Select G: from the drop down list (or select the disk drive that represents where your data files are
stored on your server. The disk drive represents the mapped drive you completed in an earlier step).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will ask you to restart the module in order for your changes to take effect. Just go back to the
Genesis Main Menu and then launch the program again.
Note: Shared data, such as invoices, checks and vendor records are stored on your server. However, the
printer and data file configuration files are stored on the local hard drive in each workstation. This allows
you to store separate printer configurations for each workstation.
Location Names
Genesis can simultaneously manage general ledgers for up to 30 different companies, or divisions. Each of
these is assigned a number between 1 and 30. You can associate a name with each location number. The
name will appear at the top of reports, and in selection lists on your screen. The name of a company, or
division, is usually the most appropriate entry.
1 The Location Names tab is the first screen that appears when you first launch the G/L Setup Module.
2 Type the appropriate location name next the appropriate number. If you just have one location, just
enter your company name next to location number 1. Location 1 is the default choice on the selection
lists in the general ledger program. Note: If you choose enter more than one store location on this
screen, make sure each location matches the stores physical inventory location number that was setup
in the ICS Setup module.
Fiscal Calendar
A fiscal year is any 12-month period in which an organization plans the use of its funds or by which ac-
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counts are reckoned. Genesis can produce statements for up to 13 periods in each year. The first 12
periods normally correspond to the calendar months in the year. The 13th period is an optional extra period
used for making final, year-end adjustments to your general ledger information.
Genesis needs to match each calendar month to a fiscal period during the year. This information is used for
two purposes:
To correctly date the journal entries that are posted from other Genesis modules.
To provide the correct date on check distribution entries that appear in your general ledger report. The
general ledger report contains a Check Distribution entry for each account number on the report. This
entry contains the total dollar amount of checks written against that account. Since the checks are
typically written on different dates, Genesis uses the corresponding date from the fiscal calendar when
placing the Check Distribution entry in the general ledger report.
Instructions
1 Click on the Fiscal Calendar tab.
2 Enter a date next to the Fiscal Month 1 prompt, representing the last date of the calendar month
corresponding to your fiscal month (e.g. enter 04/30/02 next to Fiscal Month 1 if your first fiscal month
begins on April 1, 2002). You can also click on the down-arrow button to select the date from a pop-up
calendar. The remaining dates on the fiscal calendar will automatically be adjusted. You can alter any of
the dates in the list by clicking on a date and typing in a new date.
Financial Statements
The Financial Statement Setup option determines the appearance of your Balance Sheet and Profit & Loss
Statements. This setup option must be completed before you attempt to print financial statements from
within the General Ledger program.
1 Click on the Financial Statements tab.
2 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
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Completing the Account Ranges Table
These are ranges of account numbers that will be titled, and sub-totaled, on your reports. Complete as
many lines as needed using the guidelines below for each column.
C Field Detail - G/L Setup - Account Ranges Table
Range Title - Enter a description for the account number range to be summarized.
Start # - Enter the first account number to be included in the sub-total amount for
that range.
End # - Enter the last account number to be included in the sub-total amount for that
range. The range sub-total amount will be printed immediately after the balance for
the account number you enter at this prompt is printed.
Total Only - Click on this check box to omit the range detail and print just the range
sub-total amount. This is useful for ranges like net income.
Form Feed - Click on this check box to force the printing to start at the top of a new
page after the range sub-total is printed.
Tips: Dont forget to include a range for net income. This range will usually include all of your income
statement account numbers. Be sure to click the Total Only option for this range. Check the form feed
option for the range that contains the last account number for your balance sheet. This will force your Profit
& Loss statement to start printing on a new page. Your entries in the Account Ranges table do not have to
be in any particular order. You can add new ranges to the bottom of your list if you forget some while initially
completing the table. Genesis gives precedence to the first entry in the Account Ranges table when the
starting, or ending, account numbers are identical in more than one entry.
Example: ABC Company has previously set up their chart of accounts so that all of their current asset
accounts fall between account numbers 101 and 139. They setup a range called Current Assets and
specify account numbers 101 through 139 as the account numbers for this range. Genesis will then print
the heading Current Assets just before printing the balance for account 101 on the balance sheet. A sub-
total for Current Assets will be printed immediately after the balance for account 139 is printed on the
balance sheet. The account number ranges can overlap. This allows you to have sub-totals nested inside of
sub-totals. For example, the range for Current Assets falls inside of the range for Assets. This sample setup
will produce a sub-total for Current Assets, and another subtotal for Assets.
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Completing the Format Ranges Table
These ranges of account numbers determine which ranges of account numbers are printed in a Balance
Sheet format and which ranges of account numbers are printed in a Profit & Loss Statement format.
C Field Detail - Format Ranges Table
Balance Sheet Accounts - Enter the starting and ending account numbers that
should appear on your Balance Sheet.
Operating Statement - Enter the starting and ending account numbers that should
appear on your Profit & Loss Statement. Make sure your starting account number on
this line is greater than your ending account number on the Balance Sheet Accounts
line. Your ending account number on this line should normally be 899 (This is the
largest allowable account number in Genesis).
Gross Income Accounts - Enter the starting and ending account numbers for your
sales income accounts. Genesis will summarize the total dollar amount for the
accounts to arrive at a gross sales number. This number is used to calculate the
percent of sales figure for each expense on your Profit & Loss Statement.
Reversing Dollar Amounts on Statements - Credits are normally shown on the
Balance Sheet and Profit and Loss Statements as a negative dollar amount. You can
print credit amounts as a positive dollar amount on your statements by checking this
option (debits are shown as negatives).
Cash Flow Statement
Introduction
The cash flow statement traces the flow of funds (or working capital) into and out of your business during an
accounting period. It can be used to assess the timing, amount and predictability of future cash flows and it
can be used as the basis for budgeting. You can use a cash flow statement to answer the questions:
Where did the money come from? and Where did it go? A loan officer will use cash-flow analysis tech-
niques to evaluate the firms ability to generate cash to repay a loan. A cash flow statement is also a key to
understanding the investment and financing philosophy of a borrower. It will be used by your banker to
answer the question, Does this company have enough cash to make payments on a loan?
Note: Cash flow is not the same as net income. Cash flow will not match the amount of net income shown
on your profit and loss (P & L) statement. This is because net income includes noncash items, such as
depreciation. And also because net sales are sales not cash payments.
Accounting experts recommend using three categories to organize cash flow data:
Operating Activities
Investing Activities
Financing Activities
There are two possible approaches to reporting cash flow from operating activities: the direct method and
the indirect method. Genesis uses the indirect method to calculate cash flow. The indirect method is the
most widely used method for calculating cash flow.
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Note: The Cash Flow Statement, Balance Sheet and P & L statement (or income statement) should be used
together to give you and others a clear picture of your business.
Setting Up The Cash Flow Statement
There are three sections to a cash flow statement, operating activities, investing activities and financing
activities. Together, the three sections of the cash flow statement work together to show the net change in
cash for the period. Each section must be correctly setup to have a reliable Cash Flow Statement.
Operating Activities Setup
Cash flow from operating activities is any cash transaction related to the companys ongoing business, that
is the business activities that are responsible for most of the profits. Operating activities usually involve
producing and delivering goods and providing services. Cash flow from operations is the healthiest means
of generating cash. Over time, cash from operations will show the extent to which day-to-day operating
activities have generated more cash than has been used.
Note: A cash flow statement should only include cash and cash equivalents. This includes cash on hand,
cash in the bank, and any cash invested in what is defined as short-term, highly liquid financial instruments.
Generally, only instruments with original terms of three months or less qualify as cash equivalents. Ac-
cepted cash equivalents include treasury bills, commercial paper, and money market funds.
Cash flow from operating activities starts with net income (Genesis automatically calculates your net in-
come). Net income is then adjusted to take into account changes during the period as shown on the bal-
ance sheet. In calculating your cash flow from Operating Activities you should usually include changes to at
least these accounts (some may not apply to your business):
Debit To Account
Account Effect on Cash
Depreciation and Amortization Increases
Accounts Receivable Decreases
Inventory Decreases
Other Current Assets Decreases
Prepaid Insurance Decreases
Accounts Payable Increases
Accrued Expenses Increases
Other Current Liabilities Increases
Follow these steps to set up your Operating Activities accounts.
Click on the pull down button in the Account # column to select an appropriate account.
Click on a pull down button in the Section column and select Operating from the list on your screen.
Click on a pull down button in the Effect on Cash column and select increase, or decrease to determine
the effect of change to that account balance when the change is a debit (a positive amount). For ex-
ample, an increase in your Accounts Receivable balance (a debit), reduces your cash flow. You would
select Decrease in the Effect On Cash column. Use the table above for guidelines on how debits to
various types of accounts affects your cash flow.
Investing Activities Setup
Cash flow from investing activities is the second part of a cash flow statement. Investing activities are the
changes to your cash position from the buying or selling of noncurrent assets. Examples might include
selling and replacing equipment that wears out or acquiring a new building so that your company can grow.
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Investing activities can also include the purchase or sale of stock, bonds, and securities. Lending money
and receiving loan payments are also considered investing activities. For a small business, the investing
activities section of a cash flow statement usually reports the following information:
Debit To Account
Account Effect On Cash
Fixed Assets Decrease
Notes Receivable Decrease
Investments and Securities Decrease
Intangible Non-Current Assets Decrease
For a given period, you may not have much in the way of investing activities. But over time, it is an impor-
tant consideration for assessing how you have chosen to use the cash generated by your business. Follow
these steps to set up your Investing Activities accounts.
1 Click on the pull down button in the Account # column to select an appropriate account.
2 Click on a pull down button in the Section column and select Investing from the list on your screen.
3 Click on a pull down button in the Effect on Cash column and select increase, or decrease to deter-
mine the effect of change to that account balance when the change is a debit (a positive amount). Use
the table above for guidelines on how debits to various types of accounts affects your cash flow.
Financing Activities Setup
Financing activities on a cash flow statement reflect borrowing money and repaying money, issuing stock,
and paying dividends. The financing activities section of the cash flow statement typically includes:
Debit To Account
Account Effect On Cash
Borrowings Increase
Capital Stock Increase
The Financing Activities section of the cash flow statement is tracking inflows of cash from loans received
and loans repaid, and other cash inflows from outsiders and owners. If you have paid dividends or taken
money from the business, it should be reported here.
Follow these steps to set up your Financing Activities accounts.
1 Click on the pull down button in the Account # column to select an appropriate account.
2 Click on a pull down button in the Section column and select Financing from the list on your screen.
3 Click on a pull down button in the Effect on Cash column and select increase, or decrease to deter-
mine the effect of change to that account balance when the change is a debit (a positive amount). Use
the table above for guidelines on how debits to various types of accounts affects your cash flow.
Tip: The order in which the accounts appear on your setup screen will not affect the appearance of the
Cash Flow Statement. Genesis prints the statement in account number order in each section of the state-
ment.
How To Analyze Your Cash Flow Statement
Operating Activities
The cash flow statement will tell you where money came from and how it was used. When analyzing cash
flow, the first place to look is the cash flow from operating activities. It tells you whether the firm generated
cash or whether it needs a cash infusion.
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A few periods of negative cash from operating activities is not by itself a reason for alarm if it is based on
plans for company growth or due to a planned increase in receivables or inventories. However, if a negative
cash flow from operating activities is a surprise to managers and owners, it may be undesirable. Over time,
if uncorrected, it can foretell business failure. Managers and owners should pay particular attention to
increases in accounts receivable. The cash flow statement gives the true picture of the account. A large
increase in accounts receivables may warrant new billing or collection procedures.
Investing Activities
The cash flow statement puts investing activities into perspective. At one glance, you can see whether or
not a surplus in operations is being used to grow the company. A lack of investing activities, that is few
purchases of new equipment or other assets, may indicate stagnant growth or a diversion of funds away
from the company.
Financing Activities
The financing activities section of the cash flow statement will show repayments of debt, borrowing of funds,
as well as injections of capital and the payment of dividends. As a company expands, this area of the cash
flow statement will become increasingly important. It will tell outsiders how the company has grown and the
financial strategies of management.
Printing the Cash Flow Report
You can print the Cash Flow Report from the General Ledger module. Please refer to Chapter 14 - Printing
General Ledger Reports for instructions.
Summary
Together, the three sections of the cash flow statement show the net change in cash during the period being
examined. A comparison between past periods will give owners and managers a good idea of the trend of
their business. Positive trends in cash flow may encourage owners to consider long-term financing as an
aid to growth and increase their comfort level concerning the companys ability to generate cash for repay-
ment. Strong cash flow will also make it easier to acquire financing and to negotiate with lenders from a
position of strength. Preparation of a cash flow statement is the first step toward financial management for
long-term success. Prepared on a regular basis, it is a powerful tool for growth and long-term success.
Financial Ratios
Financial and operating ratios allow you to focus on various areas of business management, to compare
results against furniture industry averages, and to determine the financial health of an investment prospect.
Ratio Descriptions
Current Ratio
What it is: The current ratio is the standard measure of any business financial
health. It will tell you whether your business is able to meet its current obligations by
measuring if it has enough assets to cover its liabilities. The standard current ratio
for a healthy business is two, meaning it has twice as many assets as liabilities.
When to use it: The current ratio should be part of your business basic financial
planning, meaning it should be tracked monthly or quarterly. By keeping a close eye
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on this figure, you will recognize if it begins to get out of line. This will allow you to
take early action to prevent your business from ending up in a difficult position.
Quick Ratio
What it is: Like the current ratio, the quick ratio (also sometimes called the acid test
ratio) measures a business liquidity. However, many financial planners consider it a
tougher measure than the current ratio because it excludes inventories when count-
ing assets. It calculates a business liquid assets in relation to its liabilities. The
higher the ratio is, the higher your business level of liquidity, which usually corre-
sponds to its financial health. The optimal quick ratio is 1 or higher.
When to use it: This is an important planning tool, especially for businesses that can
tie up many assets in inventory. By tracking it monthly, you can keep an eye out for
negative trends that could hamper your business ability to meet its obligations. You
can also use the quick ratio to evaluate the financial health of potential customers,
since it also indicates whether a business can pay off its debts quickly. A firm with a
low quick ratio may be more likely to delay payments because its assets are tied up.
Inventory Turnover Ratio
What it is: This ratio tells how often a business inventory turns over during the
course of the year. Because inventories are the least liquid form of asset, a high
inventory turnover ratio is generally positive. On the other hand, an unusually high
ratio compared to the average for the furniture industry could mean a business is
losing sales because of inadequate stock on hand.
When to use it: If your business has significant assets tied up in inventory, tracking
your turnover is critical to successful financial planning. If inventory is turning too
slowly, it could indicate that it is hampering your cash flow. Because this ratio judges
annual inventory turns, it is usually conducted once a year.
Days In Inventory
Note: The average daily cost of goods equals year-to-date cost of goods sold
divided by the number of days that have elapsed during this year.
What it is: This number tells you how many days supply of inventory you have based
upon current stock levels and sales rates.
When to use it: Use this number to spot trends in stocking problems. Compare this
number to industry standards for your style of business.
Days In Receivables
What it is: The average number of days required to collect your accounts receivable.
When to use it: Look for trends that indicate a change in your customers payment
habits. Compare to industry standard figures. Study the Aged Receivable Report in
the Accounts Receivable module for details about aging for each customer.
Total Liabilities to Owners Equity Ratio (also called Debt to Equity Ratio)
What it is: This ratio indicates how much the company is leveraged (in debt) by
comparing what is owed to what is owned. A high ratio could indicate that the com-
pany may be over-leveraged, and should look for ways to reduce its debt.
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When to use it: Equity and debt are two key figures on a financial statement, and
lenders or investors often use the relationship of these two figures to evaluate risk.
The ratio of your business equity to its long-term debt provides a window into how
strong its finances are. Equity will include goods and property your business owns,
plus any claims it has against other entities. Debts will include both current and long-
term liabilities.
Sales to Operational Assets
What it is: This is a turnover index that tells you how effciently operational assets are
being used to generate sales.
When to use it: This is a volume indicator that can be used to measure your busi-
ness from year to year.
Profit Margin
What it is: This ratio compares after tax profit to sales. It can help you determine if
you are making enough of a return on your sales effort.
When to use it: If your company is experiencing a cash flow crunch, it could be
because your mark-up is not enough to cover expenses. Return on sales can help
point this out, and allow you to adjust prices for an adequate profit. Also, be sure to
look for trends in this figure. If it appears to be dropping over time, it could be a
signal that you will soon be experiencing financial problems.
Return on Assets (ROA) Ratio
What it is: This number tells you how effective your business has been at putting its
assets to work. The ROA is a test of capital utilization - how much profit (before
interest and income tax) a business earned on the total capital used to make that
profit. This ratio is most useful when compared with the interest rate paid on the
companys debt. For example, if the ROA is 15 percent and the interest rate paid on
its debt was 10 percent, the business profit is 5% points more than it paid in interest.
When to use it: Return on assets is an indicator of how profitable a company is. Use
it annually to compare your business performance to your industrys norms.
Return on Investment - Owners Equity
What it is: Determines the rate of return on your investment in the business. As an
owner or shareholder this is one of the most important ratios as it shows the hard
fact about the business are you making enough of a profit to compensate you for
the risk of being in usiness?
When to use it: Compare the return on equity to other investment alternatives, such
as a savings account, stock or bond. Compare your ratio to other businesses in the
same or similar industry.
Setting Up Your Formulas
Genesis calculates ratios by adding the totals for various General Ledger accounts and then performing the
necessary calculations. Each formula is composed of two parts (a dividend and a divisor). You will need to
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specify which account balances will be used for each part of the formula. Two methods are available:
Range - You may specify a range of account numbers that will be included in the calculation.
Individual Accounts - You may also specify 10 individual accounts to be used when calculating part of a
formula. This helps when the accounts you need are not in numerical order in your chart of accounts.
Example of how to set up a Current Ratio:
Chart of Accounts:
Act # Description
103 Cash In Bank
110 Accounts Receivable
120 Inventory
201 Accounts Payable
210 Long Term Notes
220 60 Day Note - USA Bank
The Current Assets (accounts 103,110,120) are included in the range of accounts specified for Current
Assets. The range for Current Liabilities covers just one account (#201). Since Long Term Notes should not
be part of this formula, it could not be included in the range of accounts. Instead, the account number for
the 60 Day Note to USA Bank was entered in one of the individual Act # clumns.
Genesis will add the balances for accounts 103,110, and 120 to determine the balance for Current Assets. It
will also add the balance for accounts 201 and 220 to arrive at the balance for Current Liabilities. Current
Assets (the dividend part of the formula) will be divided by Current Liabilities (the divisor) to arrive at the
Current Ratio. Note: The ratios for Inventory Days and Receivable Days include a calculation in addition to
the standard division that Genesis completes automatically.
Instructions
1 Click on the Financial Ratios tab.
2 Enter the account numbers, and account number ranges, for each ratio you wish to use. Make sure
every account number you enter is greater than 100, and less than 899. You must complete both parts
of any account number range that you plan to use.
3 Click on Save.
Key Account Numbers
Genesis uses several account numbers for specific purposes. You will need to tell Genesis which account
numbers you have setup in your Chart of Accounts for these particular items:
Cash In Bank - This is the default account number that appears when manually entering checks in the
General Ledger program. It is also used as the account number for determing your bank balance.
Net Profit YTD - This is an account number Genesis will use to accumulate your net profit during the
course of your fiscal year. This account number should not be used in journal entries, or on checks.
Genesis will automatically maintain the correct balance for this account number.
Misc. Bank Reconciliation Accounts - These are account numbers that will be debited or credited
when service, interest or other miscellaneous charges are posted during on-screen bank reconciliation.
Instructions
1 Click on the Key Account Numbers tab.
2 Complete the fields, entering the appropriate account numbers from your Chart of Accounts. Refer to
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the information below these instructions for additional assistance on the individual fields.
C Field Detail Key Account Numbers
Cash In Bank - Enter the general ledger account number you write checks against.
Net Profit YTD - Enter a general ledger account number Genesis can use to track
year-to-date profits. You will need to create this account number first if you have not
already done so in the Chart of Accounts module (it is an equity account, so use an
account number next to your Retained Earningsaccount).
Bank Reconciliation Account Numbers - Click on the Post a Journal Entry When
Reconciliation Is Complete option to activate this feature (recommended). Click on
the pull down button next to each type of charge to assign G/L account numbers.
The G/L account number you select will automatically be debited or credited when
you post a charge while reconciling your bank statement in the General Ledger
program.
Printer/Screen Setup
General Ledger reports print to your Windows default printer. Important: You will need to install the appropri-
ate printer driver for your printer if it is not available to select as the default printer. Consult the Users Guide
for your printer for instructions about how to install the printer driver for your printer. You will need to update
your printer setup screens in Genesis each time you install a new printer driver on your computer.
1 Click on the Printer/Screen Setup tab.
2 Click on Click Here to Printing Setup.
3 Select any desired options. Note: Enter 720 into the Left Margin field to move print over 1/2 inch to the
right.
4 Click on Save.
5 You will be returned to the Printer/Screen Setup screen. The Screen Display area allows you to deter-
mine the background image that appears in the General Ledger Module. To disable any backgrounds
from appearing (this can save time if you are working from a remote location), check the box next to
Disable screen backgrounds for faster display. If you do want a background image to display, click
on the Down-Arrow to select an image from your computer. Note: The image must be located within the
Genesis folder on your local workstation (not the server) in order to work properly.
7 After selecting the image from your computer, you will be returned to the Printer/Screen Setup tab.
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Master Password
You may create a master password that will be required for access to the this G/L Setup Module and the
General Ledger Module.
1 Click on the Master Password Tab.
2 Enter a four-character password into the Master Password field. Alternatively, you can click on the
option for Use a separate password for each G/L option and then enter a four-character password
into each of the individual fields that appear. Passwords can include numbers or letters. Note: This
password can be different from passwords you have already setup in other modules.
3 Click on Save.
Exit the General Ledger Setup Module
When you are through setting up the General Ledger Setup Module, click on Save in the lower right portion
of the window. This will save your changes and you will be returned to the Genesis Main Menu.
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Archives
Launch the Archives Module
1 Launch the Archives Module by clicking on Th Archives from the Genesis Main Menu.
2 If a screen appears that asks you to set up the Data File Location, follow the instructions in the next
step.
Data File Location
Instructions were previously provided for setting your data file location for all modules at once. If you did not
complete that step, or if you would like to store data in separate locations (not recommended), follow the
instructions below.
1 If you launch the Archives Module and a screen appears that asks you to specify the Data File Location,
follow the steps below. If this screen does not appear, click on Maintenance from the menu at the top of
the window and then click on Data File Location.
2 Select G: from the drop down list (or select the disk drive that represents where your data files are
stored on your server. This disk drive will represent the mapped drive that you completed in an earlier
step).
3 Double-click on the Genesis folder from within the Directories list.
4 If you have completed these steps correctly, the complete path for your data files, G:\Genesis, should
be listed at the top of the window. Click on Save.
5 Genesis will warn you to restart the module in order for your changes to take effect. Just click OK and
Genesis will re-launch the Archives Module for you.
Printer Setup
Archive reports will print to your Windows default printer. Labels printed from the Archives module will print
to the specific printer you select during the setup process. You will need to install the appropriate printer
driver for your printer if it is not available on the printer list. Consult the Users Guide for your printer for
instructions about how to install the printer driver for your printer. You will need to update your printer setup
screens in Genesis For Windows each time you install a new printer driver on your computer.
Report Printer
1 Select Maintenance from the menu at the top of the Archives Main Menu.
2 Select Printer Setup and then Report Printing Setup.
3 Select any desired options. Note: Enter 720 into the Left Margin field to move print over 1/2 inch to the
right.
4 Click on Save.
Label Printer
1 Select Maintenance from the menu at the top of the Archives Main Menu.
2 Select Printer Setup and then Label Printing Setup.
3 Select the printer type and the printers name to which you wish to print labels.
4 Click on Save.
5 You will be returned to the Archives Main Menu. Click on Cancel to exit.
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Genesis Calendar
Launch the Calendar
1 Click on the Genesis Logo from the Genesis Main Menu.
2 Select Other Genesis Programs and then Genesis Calendar.
Note: You may also access the Calendar from the Special Menu in the Inventory Control System. You can
also setup a shortcut on your desktop to directly access the Calendar. The Calendar data files are stored in
the same directory that the Calendar program file is stored (C:\Genesis).
Setup the Calendar
If this is the first time you have used the calendar, the setup screen will appear. If not, click on the Setup
icon that appears in the lower-right portion of the window.
General Setup
1 Click on the General Setup tab.
2 Complete the screen. Refer to the information below these instructions for additional assistance on the
individual fields.
3 Click on Save.
C Field Detail General Calendar Setup
Names of People Using My Calendar - Enter the names of the people who will be
using the program. These are the people for whom you wish to maintain an Appoint-
ment Schedule, Contact List, or To Do List. Enter a four-character password next to
a users name if you want to restrict access to that persons schedule. The password
must be successfully entered each time you want to view or change information for
that person. You may also enter an email address next to their name if you would
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like them to be able to receive e-mail reminders at the appropriate prompts.
Number of Months to Display - Genesis can display an overview of the appoint-
ment schedule in a two or three month format. Select the number of months you
would like to use on the Appointment Overview screen. The default is selection is
two months.
Shade Weekends - The weekends in the calendar overview screen can be shaded
for clarity. Select this option if you would like Saturday and Sunday of each week
automatically shaded.
My days begin at - Select the earliest time each day for which you want to schedule
appointments.
My days end at - Select the last time each day for scheduling appointments. Your
selection at this prompt must be later than your selection at the My days begin at
prompt.
Time between appointments - Select the time interval between appointments on
the daily schedule for each person. For example, select 15 at this prompt if you
want to be able to schedule appointments every 15 minutes during the day (e.g.
8:00, 8:15, 8:30, 8:45, etc.).
To Do List Setup - Check this box to be reminded of your high priority items each
time you start the Calendar.
E-Mail Setup
Before you can use the Genesis Calendar to send email messages, you will need to enter your e-mail
settings. Note: This information is available from your internet service provider.
1 Click on the E-Mail Setup tab.
2 Complete the screen. Refer to the information below these instructions for additional assistance on the
individual fields.
3 Click on Save.
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C Field Detail E-Mail Setup
Outgoing Mail Server - Enter the internet address of the server that manages your
outgoing mail.
Incoming Mail Server - Enter the internet address of the server that manages your
incoming mail.
Your E-Mail Address - Enter your e-mail address (e.g. me@domain.com).
Using a Dial Up Connection For Internet Access - Check this option if you are
using a dial-up option to connect to the internet instead of an always on connection
like ISDN or DSL.
Outgoing Server Requires Authentication - Some e-mail servers require a user
I.D. code and a password from the sending party (thats you) before transmitting the
e-mail document to a recipient. Select this option if your service provider requires
authentication and then enter the appropriate user I.D. code and password. Your
user I.D. and password can be obtained from your e-mail service provider.
Advanced Setup
The Genesis Calendar also offers some additional optional settings.
1 Click on the Advanced Setup tab.
2 Complete the screen. Refer to the information below these instructions for additional assistance on the
individual fields.
3 Click on Save.
C Field Detail Advanced Setup
Clean data files on exit - Select this option if you want Genesis to automatically
scan Genesis Calendar files and optimize them for performance each time you exit
the Calendar. Selecting this option will result in a brief delay each time you exit the
Calendar program, but will improve overall performance.
Backup data files on exit - Select this option to have Genesis automatically create
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backup copies of the information for each person in Genesis Calendar. Selecting
this option will result in a brief delay when exiting Genesis Calendar. Note: The
backup copies are created with a .bak extension and are saved to your local hard
drive (or the folder containing the Calendar executable program file). You should use
another program to create backup copies of Genesis Calendar on external media.
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Chapter 5: Backing Up & Restoring
As with all mission critical data, it is extremely important to make regular backups of your Genesis data and
to store those backups in a safe place. Genesis includes a Backup Utility that allows you to quickly and
easily backup files onto selected drives in your network. You can also use the Genesis Weblink program to
back up your files to an offsite server via FTP. You can, alternatively or in addition to, use a third party
software program to backup and restore your data. If you do, be aware that Genesis Technical Support will
not be able to assist you in the use of that third party software and you will need to refer to that softwares
manual for instructions.
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Genesis Backup Utility
Recommendations
The following recommendations are provided as a guide when you are setting up procedures and equip-
ment for your backup system.
Backp Frequency Disk Recycling Storage Types Storage Location
Daily Every two weeks
1
USB Portable Hard Drive Off-site,
Zip, Jazz, Tape
2
Fireproof safe
1
Use a new disk to backup your data each day until at least two weeks have gone by. This is important in
case a problem with your data is not noticed right away and you have to restore data from several days
back before the problem occurred. It is also recommended that you save the backup disk from the last day
of the month, before the monthly closing process takes place, for at least a month.
2
Genesis Backup requires a drive letter to be assigned to the drive to which you wish to backup. Not all
tape drives allow a drive-letter to be assigned. Check with the manufacturer.
Setup the Backup Program
1 From the Genesis Main Menu, launch the Backup Utility by clicking on the Genesis Logo (on the left
side of the creen) and selecting Backup/Restore from the pop-up menu.
2 You may see error messages when starting the Backup program for the first time. Click Ignore for any
errors that appear.
3 Click on the Setup tab.
4 Select the drive to which you want to backup, from the drop down list.
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5 Click on the box next to Make separate backups for each day of the week. This option is highly recom-
mended. Without it, you will be writing over your only set of backed up files each time you perform the
backup.
6 Select any other desired options.
7 Click on the X in the upper right corner of the window to exit the Backup program. This will save your
drive selection.
Backup Your Files
Before performing a backup, make sure that Genesis is not in use on any workstation on your network.
Choose from the following options for performing your backup.
Option #1 - On Demand Backups
1 From the Genesis Main Menu, launch the Backup Utility by clicking on the Genesis Logo (on the left
side of the screen) and selecting Backup/Restore from the pop-up menu.
2 Click on Start. A status bar will be displayed on the screen indicating the progress of the backup. The
process is complete when the status bar disappears. Note: The path at the bottom of the window shows
the drive location to and from which your data will be backed up.
3 Click on the X in the upper right corner of the window to exit the Backup program.
Option #2 Scheduled Backups
1 From the Genesis Main Menu, launch the Backup Utility by clicking on the Genesis Logo (on the left
side of the screen) and selecting Backup/Restore from the pop-up menu.
2 Click on the Setup tab.
3 Check the box next to Make separate backups for each day of the week to have Genesis automati-
cally create different folder names (e.g. c:\Genback\Thursday) for each day of the week.
4 Check the Use Automatic Scheduled Backups checkbox.
5 Enter a Start Hour and Start Minute (enter in military time).
6 Click on the Backup Files tab.
7 Click on Start. Genesis will indicate the time the backup is scheduled to commence. A Cancel button
will also appear on your screen. You may click on the Cancel button to cancel the scheduled backup.
8 Click on the minimize button to remove the Genesis Backup program window from your screen. It will
now appear as an icon in your system tray. The backup will automatically commence at your scheduled
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time.
Review Backup Results
1 From the Genesis Main Menu, launch the Backup Utility by clicking on the Genesis Logo (on the left
side of the screen) and selecting Backup/Restore from the pop-up menu.
2 Click on the Setup tab.
3 Click on View the Backup Log.
4 The Backup Log will be displayed on your screen in the Windows Notepad program. When you are
finished reviewing it, click on File and then Exit from the menu at the top of the window.
5 The Backup program will appear. Click on the X in the upper right corner of the window to exit the
Backup program.
Note: The backup log will contain details about every backup operation you complete. You may wish to
clear the contents of this log to keep it from becoming too long. To do this, click on the Clear the Backup
Log button on the Setup tab.
Verifying Files Were Backed Up
1 Launch the Backup Utility and select the Backup Files tab.
2 Make a note of the path listed below the Start button. Exit out of Genesis.
3 Double-click on the My Computer icon on your desktop. Double-click on the drive letter to which your
files are being backed up. Double-click on the Genback folder. If your system is setup to backup to a
separate folder for each day of the week, then double-click on the folder representing the current day of
the week. Note: In the image below, the path indicates that files are being backed up to
c:\Genback\Wednesday, so that is the folder location to which you would navigate via My Computer.
4 You should see a Hist folder, along with a long list of files. If there are no files, then the backup did not
take place. If there are files, then you can verify that they are current, by looking at the date modified of
some of the often-used files. For example, if you reorganized your master files today, then your depart-
ment files will have a date modified of today. Scroll down on the file list and find a file named dep0.ics
(department zero). Right-click on it and select Properties. The date modified will be listed. Also, if you
finalized todays daily sales report, then you should see todays history file in the Hist folder. Double-
click on the Hist folder to open it and then find a file named by todays date. For example, if today is
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October, 25, 2006, then you would find a file named 102506.hst.
Troubleshooting:
Problem: I receive the following error message Error: Disk Not Ready: There is not disk in the drive
specified. Code: 71.
Solution: Click on Abort and then insert your disk into the drive.
Problem: My drive doesnt appear on the list of available drives.
Solution: Your storage device was not properly installed. Refer to the devices owners manual.
Problem: I receive the following error message Genesis cannot write to the drive you have selected
for making back ups. This drive may be unavailable, or write-protected. Make sure the drive
is shared with full read-write capabilities.
Solution: There is not enough room on your disk
A. Check to see how much room is needed to perform the backup:
1 From your desktop, double-click on My Computer.
2 Double-click on the drive representing your server.
3 Right-click on the Genesis folder and select Properties.
4 On the General tab, check the size (e.g. 134MB). This is the amount of space you
will need available on your backup disk.
B. Check to see if your disk has enough room:
1 From your desktop, double-click on My Computer.
2 Right-click on the disk drive you selected for your back ups, and select Properties.
3 On the General tab, check the amount of Free Space available on your drive. If
more room is needed, you will need to use a different disk or delete files off of the
disk in order to free up space.
C. Delete files if necessary:
Warning! Deleting files should only be done by qualified personnel.
1 From your desktop, double-click on My Computer.
2 Double-click on the disk drive you selected for your back ups.
3 A list of files and folders that are stored on your drive will be displayed. Click on a file
to select it and then press Delete on your keyboard to delete it.
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Your disk is write protected
Check your disk to make sure it is not write protected. Refer to the disks instruction manual
for assistance.
Problem: I receive an error message Error: Path/File access error. Code 75.
Solution: The Backup Utility refers to the Data File Location specified in the ICS Setup Module in
order to determine where your data files are stored on the server. Launch the ICS Setup
Module and make sure that the Data File Location is setup correctly.
Problem: My disk does not have a drive letter assigned to it.
Solution: Genesis Backup can only copy your data files to disk drives that have been assigned a drive
letter. The software that came with your disk drive normally assigns a drive letter for you.
However, if not, then you will need to assign a drive letter to the disk drive before attempting
to make a backup to it. This process is commonly called mapping. Consult the Windows
help topic titled Mapping Drive Letters for detailed instructions about how to assign a drive
letter to a network disk drive, or external drive.
Restoring Your Data
Restoring backed up files to their original location is fast and easy. You can restore all of the files that you
have backed up or select individual files. Before restoring individual files only, consult a Genesis support
technician to see if there are any corresponding files that need to be restored at the same time.
Note: If you are restoring your entire Genesis system back to a previous date, you will also need to delete
the daily files (data from invoices and payments) that were created between the current date and the
backup date. For example, if the current date is 1-15-05 and you are restoring back to 1-13-05, then you will
need to delete the files named 011505.ics and 011405.ics in the Genesis folder on your server. You will also
need to delete 011505.hst and 011405.hst from within the Hist folder in the Genesis folder on your server
(along with their corresponding DSR and XLS files from the same folder). This is so those tickets arent
duplicated when you reenter data into those days. Delete the files by using Windows Explorer or browse
through the My Computer icon on your server.
1 From the Genesis Main Menu, launch the Backup Utility by clicking on the Genesis Logo (on the left
side of the screen) and selecting Backup/Restore from the pop-up menu.
2 Click on the Restore tab.
3 Two lists of files will be displayed on your screen. A list of Genesis data files appears on the left, and a
list of Genesis history files appears on the right. Click on Select All above each list to restore all data
files. Alternatively, you may hold the CTRL key while clicking on file names to select multiple individual
files to restore.
4 Click on Restore Now.
5 When the Restore process is completed, click on the X in the upper right corner of the window to exit
the Backup program.
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Restoring From a CD:
Important: If you restore files that were backed up onto a CD, they may be restored as Read-only files.
You will need to change them before using Genesis. Follow these instructions:
1 Double-click on the My Computer icon on your desktop.
2 Double-click on the drive letter (usually G:) representing your server.
3 Double-click on the Genesis folder.
4 Select Edit from the menu at the top of the window and then choose Select All.
5 Select File from the menu at the top of the window and then select Properties.
6 Uncheck the attribute box labeled Read-only.
7 Click on OK.
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Genesis Weblink
Installation
Install the software on your computer by inserting the CD in your CD drive and following the installation
instructions on your screen.
Starting the WebLink Backup
An icon is created on your desktop during the installation process. A shortcut is also added to your Start
button menu. Use either option to start the program.
Configuring WebLink Backup
Follow these steps to configure WebLink Backup before using it for the first time:
1. Click on the WebLink icon on your desktop to start the program.
2. Point to Setup Options and then select FTP Server Setup from the pull down menu.
3. Complete the prompts in the window using these guidelines:
FTP Server Address: Type 65.106.23.98 at this prompt.
UserID: Enter the User ID assigned to you by Genesis Software Systems.
Password: Enter the password assigned to you by Genesis Software Systems.
Daily Backup Time: Enter the hour and minute of the day when you want WebLink to automatically
transmit a backup to the FTP server. You must use military time (i.e. 1:46 P.M. is entered as 13
(Start Hour) and 46 (Start Minute).
4. You must also select the groups of files you want to include in a backup. Genesis groups files by file
extensions (sometimes referred to as file types). Point to Setup Options and then select Specify Files To
Backup from the pull down menu. The window for selecting files will appear.
5. Click on the prompt titled Click here to add a new backup set to the list.
6. Select the disk drive, folder, and file types (based on file extensions) that you want to include in the
backup. You can select multiple file types by holding down the Ctrl key on your keyboard while clicking
on file type extensions. Repeat steps 5 and 6 to add additional folders and file types to the group of files
you will back up. IMPORTANT: Be sure to create a backup set for the main Genesis folder along with
the HIST folder within it. Note: You can delete a backup set by right clicking on it. This removes your
backup set, but does not affect the data files on your hard disk drive in any way.
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7. Click on the Save button when you are finished.
Activating Automatic Backups
Activating tells Weblink Backup to begin waiting until your selected start time and then create and transmit
a backup at that time. It also minimizes the Weblink application to the system tray of your computer. To
activate, select the Backup Data Files option and then select Activate Daily Automatic Backups. Verify your
preset backup time and then click Activate.
WebLink backup will minimize to the system tray. The program is still running and will make a backup at
your preset time without any further intervention from you. The backups will be created each day at your
preset time. You can return WebLink backup to full screen mode by double clicking on the WebLink icon in
your system tray.
Weblink compresses your selected data files into a single file and then transmits the zipped file. Your
original data files are not affected by this process. The program will pause for 5 minutes after the zip opera-
tion starts before transmitting the zip file. Backup files are stored by the name of each day. For example:
Monday.zip backup files made on Monday
Tuesday.zip backup files made on Tuesday
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Restoring One or More Data Files
Restoring data files to your computer is fast and easy. You can restore any files you desire by following
these steps:
1. Start the Weblink program, or double click on the Weblink icon in your system tray to display the
Weblink program screen.
2. Click on the Restore Data Files link on the left side of the screen. Please wait while Weblink retrieves a
list of your backup file sets from the FTP server.
3. A list of available backup sets will be displayed. Click on a backup set and then click on the Continue
button. Genesis will retrieve your backup file set from the FTP server. This process will take a few
minutes to complete.
4. A list of the data files in your selected backup set will be displayed. Select one or more files from the list
on your screen by clicking on them with your left mouse button. You can select multiple files by holding
down the CTRL key on your keyboard while clicking. You can also select all of the files in the backup
set by clicking on the link in the lower left corner of the file list window.
5. Click on the Restore Selected Files button. Click Yes when prompted to restore your selected files. The
files you have selected will replace the files on your system with those you have selected from the
backup set. Click No if you dont want to complete the restore at this time.
6. Genesis will prompt you when the restore operation is complete. Click on the OK button when prompted
to confirm the completion of the restore operation.
Note: Depending on when your backup was made and when the restore is complete, you may need to
remove the history file(s) that was generated when you closed a day since the backup was made. For
example, if the current date is February 2 and you are restoring your data from a backup created on Janu-
ary 31, then you would need to eliminate the history file for February 1. The history file for for February 1,
2008 will be named 020108.hst and will be located in the \Genesis\Hist folder on your server. You will also
need to remove the corresponding DSR and XLS files in the Hist folder (these would be named
DSR020108.dsr and DSR020108.xls). This is important so that you can safely reenter those days without
duplicating your data.
You will also need to eliminate any open batch files (unfinalized days) that contain invoices entered since
the backup was created. For example, if the current day is February 2 and you are restoring from a backup
created on January 31, then you would need to eliminate the unfinalized batch for February 1 and 2 (if they
exist). These can be found in the \Genesis folder on your server. The batch file for February 2, 2008 would
be named 020208.ics.
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Chapter 6: Preparing to Go Live
Overview
You are now ready to enter all your opening balances and other information to enable you to Go Live with
Genesis. This process basically takes your ending balances in your old system and makes them beginning
balances in Genesis. It also transfers Open or In Progress items in your old system into Genesis for
future completion (such as existing sales orders that wont be delivered until after your Go Live date).
Balance Sheet
If your Go Live date corresponds to the beginning of your fiscal year, then you can use your balance sheet
for the prior year as your opening balances for the new year. These are the figures you will use for your
opening General Ledger entry (see instructions in the following pages). If you are not Going Live with
Genesis at the beginning of your fiscal year, but will Go Live sometime during the fiscal year, you can get
your opening balance figures from your accountant. Once your information is entered into Genesis, you will
be able to generate an up-to-date balance sheet and other financial reports at anytime.
Important:
The following pages provide instructions for entering your existing data and balances into Genesis. Keep in
mind that while this is designed to be a comprehensive Guide, it is impossible to anticipate every contin-
gency that may affect the many different businesses using Genesis Software. Please consider your indi-
vidual business needs and unique situation carefully to ensure all information gets entered accurately.
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Selecting a Go Live Date
Before you start entering existing data and beginning balances, select a date you want to Go Live with the
Genesis System. Keep the following points in mind when selecting a date.
1
st
Day of Month - Your Go Live date should be at the first of a month so you have a clean cut off from
your previous system.
Accountant Availability - You will need your ending figures for the month from your old system so you
can enter them into Genesis. You may have to get some or all of this information from your accountant.
Quantity of Existing Data - Depending on your business, entering existing data may take a significant
amount of time. For example, you may have a lot of special orders pending that havent been delivered
and need to be entered into Genesis. Or, perhaps your business carries a lot of in-house accounts and
you need to enter all those customers balances into Genesis.
Employee Training Make sure you allow sufficient time for your staff to become comfortable with
Genesis before you Go Live. Learning a new computer program while rushing to help customers can
create a stressful environment for employees and cause unnecessary input errors.
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Inventory Control System & A/R
Create your List of Manufacturers
QUICK FIND: <ICS <MAINTENANCE <MANUFACTURERS <ADD, CHANGE ,DELETE
Your List of Manufacturers must be created before you can enter inventory items into Gen-
esis. Please see chapter 7 - Creating Your List of Manufacturers.
Create Item Masters
QUICK FIND: <ICS <ITEM MASTERS <NEW
Before you can create sales invoices or purchase orders, you will need to have an Item
Master for each of your unique inventory items. If you did not send your inventory to Genesis
to be pre-loaded, then you will need to create new item masters. If you did send your inven-
tory to Genesis, then you will just need to create item masters for any new item that you
have purchased in the meantime. Follow the instructions in chapter 7 - Item Masters to view,
add, change and delete item masters as needed.
Enter Inventory Quantities
QUICK FIND: <ICS <ITEM MASTERS <CHANGE
If you did not send your inventory to Genesis to be pre-loaded:
Enter the quantity you have in stock in each inventory location for each Item Master. Please
see chapter 7 - Item Masters for instructions.
If you sent your inventory to Genesis to be pre-loaded:
Update inventory quantities with changes since sending inventory to Genesis.
Increase quantities for items that you have received by manually changing in stock
quantity on the item master. Create new item masters as needed. If you had sent Gen-
esis your open POs to be entered into the system, receive any merchandise that has
arrived since then, instead of manually changing the stock quantities on the item mas-
ters. Be sure to adjust costs (if needed) as you receive items. See page #142 for instruc-
tions on receiving items.
If inventory has arrived that you ordered after sending inventory to Genesis, you can
either create new POs for those items and then receive the items into inventory, or go
into Item Masters, and as you create the item, enter the quantity in the stock location.
Decrease quantities for items that have been paid in full, sold and delivered.
If you decide not to update inventory quantities at this time, but will take a physical inventory
at a later time. Follow the instructions in chapter 7 - Reconciling Inventory.
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Enter Current A/R and Customer Deposit Balances
The entering of these outstanding balances as invoices accomplishes several things. First, it
reduces inventory available for sale and puts it on reserve for later delivery. Second, it
updates the computer with the customers open balances. And thirdly, it gets the special
order items in the system for creating Purchase Orders and later for delivery.
Set Processing Date
QUICK FIND: <ICS <SALES INVOICES <PROCESSING SALES INVOICES FOR
The following entries should all be dated the date before your Go Live date. You can trick
the computer into thinking it is that date by changing your Processing Date. To do this,
follow the instructions in chapter 7 - Setting the Processing Date.
Create Invoices
QUICK FIND: <ICS <SALES INVOICES <NEW
Follow these instructions to create invoices for each of your customers who have a current
balance. For complete instructions on how to create a sales invoice, please see chapter 7
Sales Invoices.
1 Click on Sales Invoices from the Inventory Control System Main Menu.
2 Click on New.
3 Select the sales location and enter your password.
4 The Invoice Entry screen will be displayed. Complete the fields based on the customers
specific type of balance (see types below). For instructions on completing the rest of the
fields, please see chapter 7 Sales Invoices.
5 Click on Save.
6 The A/R screen will be displayed, indicating that Genesis will automatically set up an
accounts receivable account for the customer. Complete the fields, if necessary as
outlined below, based on the customers specific type of balance. Then click Save A/R.
Note: If the A/R screen does not appear, it may be because the invoice was a customer
take and no balance is due.
7 Click OK to print an invoice(s) if desired.
Customers with AR balances for sales delivered since you sent inventory to Genesis
Note: If you did not send your inventory to Genesis to be pre-loaded, skip this step.
Create invoices as a Customer Take.
Include items sold so inventory is reduced.
Include the total amount of payments made towards it on the invoice.
A/R Screen Setup the AR account dates (Age From Date, Charge Interest After Date,
First Payment Date) and the loan figures.
Customers with Deposits (pending delivery, layaway and special orders that wont be deliv-
ered until after your go live date)
Create invoices as Pending Delivery
Include the total amount of deposits made towards it on the invoice.
If it is a special order, make sure to mark the item(s) as special order on the invoice.
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Debit Balance Customers for sales delivered before sending inventory to Genesis
These are customers with a debit balance with an accounts receivable balance for items
have been previously taken/delivered (before sending your inventory to Genesis.
Create invoices as a Customer Take.
Enter the amount of the original loan plus any late charges using the Misc. Furniture
Charge.
Zero out any tax added automatically.
Enter one payment amount of all the payments made to date.
Complete the A/R screen with the following additional information:
a) From the A/R Save screen, click on Billing Information tab.
b) Enter the APR, amount Financed (this is current balance for debit balance custom-
ers), Loan amount (same as current balance), and # of payments (1).
c) Enter Late charge (typically 1.5%).
d) Enter the First Payment Date. The date you enter here will determine the due date
on statements and when Genesis expects a payment each month.
e) Enter the Age From Date. Genesis automatically ages a customer account from the
date of customers most recent purchase that has not been paid in full. You can
override this aging method and tell Genesis to age the account from an arbitrary
date by entering a date in this field. You may need to adjust the date for each cus-
tomer depending of when they will become past due.
f) Enter the Charge Interest After date. This will determine when interest charges can
begin accruing against the customers account.
g) Click on the Customer Information Tab.
h) Click on Save.
Credit Balance Customers for sales delivered before sending inventory to Genesis
These are customers with a credit balance or In Store credits and no invoices outstanding.
Enter the total amount of their credit as a payment on the invoice.
Do not enter any inventory items or charges.
Note: Before entering the above types of sales invoices, you may need to setup the system
to allow overselling (if your inventory counts are not accurate). To do this, go into ICS Setup
and click on the Miscellaneous POS Options button in lower left corner of the screen.
Then, on the right side of the screen, put a check mark next to the option to allow oversell-
ing. Click on Save and then exit out of ICS Setup. Note: you will need this option turned on
only for the initial entry of beginning balances. After entering all beginning invoices, be sure
to go back in and turn off this option.
Finalize the Day
QUICK FIND: <ICS <REPORTS <DAILY SALES REPORT
Finalizing your day is an important step you will complete at the end of each business day
during the normal course of business. It involves the process of balancing your daily bank
deposit amount, checking profit margins and ensuring your sales invoices and receipts were
entered correctly. All days in which any activity occurred need to be finalized. Since all of
your Pre-Live entries have been dated the date before your Go Live date, you will need to
finalize that day before proceeding. Make sure your processing date is set to the date before
your Go Live date before finalizing. Also, if you have the option to post daily amounts to the
G/L enabled, disable it until after you go live (<ICS Setup <Custom Options <General).
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Note: If you find additional information that needs to be entered after you have already
finalized your day, it is okay to finalize the day again. You will just have an additional report
to store for that day.
Be sure to check the information on your Daily Sales Report before finalizing. Note: Since
you are entering Pre-Live data, you wont be able to compare some of the information,
such as total deposit amounts. However, you should verify that the information you have
entered is accurate. Please see chapter 7 - Finalizing the Day for instructions on completing
this step.
Create open purchase orders
Creating Purchase Orders for Special Order Items
QUICK FIND: <ICS <PURCHASE ORDERS <AUTOPO
Special order items that were entered on invoices in the previous steps are now in the Auto
PO special order pending area (this occurs after you finalize your day). You can use the
Auto PO feature to help facilitate the quicker creation of these Purchase Orders. Refer to
the instructions in chapter 7 - Automatically Create Purchase Orders for Special Order
Customers for more information.
Creating Purchase Orders for Stock Items
QUICK FIND: <ICS <PURCHASE ORDERS <NEW
Any purchase orders that are still open (not received into inventory), will need to be entered
into the system as stock orders. Refer to chapter 7 - Ordering / Receiving Inventory (Pur-
chase Orders) for instructions.
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Close the Month in ICS
QUICK FIND: <ICS <MAINTENANCE <MONTH OR YEAR END RESET
Each month, after you have finalized all days in that month, you will perform a Month End
Closing in the Inventory Control System, which posts totals to the General Ledger (unless
you have enabled the daily posting option in ICS Setup) and resets your MTD figures.
Because you have only entered pre-live information at this point, you do not want your totals
posted to the General Ledger. Those totals will be entered as opening balances in a later
step in the process. However, you will still need to perform a month-end closing to clear the
accumulated totals from the entries you have created prior to your Go Live date. Follow the
instructions to close the month, but do not post to the General Ledger. IMPORTANT: You
must do this before you can begin entering sales invoices after your Go Live date. If you
finalize a day after your Go Live date, before completing these steps, your totals will be off.
Please refer to chapter 7 - Month/Year-End Reset for more information.
Instructions
1 Set your computers system date to the date before your Go Live date. Remember that
this is done through the sales invoice screen.
2 Select Maintenance from the menu at the top of the Inventory Control System Main
Menu.
3 Select Month or Year End Reset.
4 Click on Month End Closing to complete the closing for the month. Click on Year End
Closing if your Go Live date corresponds to the beginning of your fiscal year.
5 Make sure the correct fiscal period is selected in the Fiscal Month and Fiscal Year lists.
6 DO NOT check the Post Closing Journal Entries to General Ledger box. Note: You will
normally check this box after your Go Live date, to have Genesis automatically create
journal entries in the general ledger.
7 Click Start to complete the period end closing.
8 Change your computer system date is set back to the current date.
9 You can now enter sales orders and payments dated after your Go Live date.
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Mailing List
Update Mailing List
Adding / Editing Names
QUICK FIND: <MAILING LIST <ADD NAMES
Enter names into the mailing list that werent entered on invoices in previous steps. Note:
Remember to enter a Last Purchase Date for each customer (if unknown, just enter
todays date). If needed, you can also edit any names that have been previously entered.
See chapter 10 - Maintaining Your List for additional instructions.
Sort Mailing List
QUICK FIND: <MAILING LIST <MAINTENANCE <SORT MAILING LIST
As new names are added you may want to resort your customer list so it appears in alpha-
betically order. Please refer to chapter 10 - Sorting Your Mailing List.
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Accounts Payable
Enter Vendor Records
QUICK FIND: <A/P <VENDOR RECORDS <ADD A NEW VENDOR
All of your vendors will need to be entered into the Accounts Payable module before in-
voices and checks can be created for them. Follow the instructions in chapter 11 - Enter
Vendor Records.
Enter Open AP Invoices
QUICK FIND: <A/P <VENDOR RECORDS
Enter all open AP invoices that are unpaid as of the date before you Go Live date. Please
see chapter 11 - Enter Open A/P Invoices.
Note: If your system is setup to expense invoices based on computer system date instead of
invoice date (<AP <Maintenance <Defaults <Posting Defaults), be sure your computer
system date is set to the date before your GO Live date when you enter these invoices. This
is important because you will have already expensed these invoices in your old system and
do not want to duplicate the expenses, or double the assets in the case of inventory, in the
new period.
Print a Vendor Balance Report
QUICK FIND: <A/P <PRINT REPORTS <VENDOR BALANCE
Print out a vendor balance report to get a total AP balance and see if it matches the bal-
ances showing for the end of the month before your Go Live date in your current system.
Adjust if needed. Please see chapter 11 - Viewing Reports for instructions on printing this
report.
Additional Information on Accounts Payable
DO NOT do a month end closing for the month containing entries before your Go Live date,
as you will have already expensed these invoices in your current system. At the end of your
first Live month, you will do your first month end closing in Accounts Payable to post
entries to the expenses in GL for your first month.
You can now begin entering new invoices and making payments to your vendors. Be sure to
set your system date back to the current date.
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Payroll & Time Clock
Create Employee Records
QUICK FIND: <PAYROLL <EMPLOYEE INFORMATION <NEW
Genesis stores important information about each of your employees on employee records.
An employee record must be created for each employee before payroll checks can be
created and printed. Enter each employees information into the Payroll module. Include
their address, SS#, W-4 information and any deduction information. If you are going live on
a date other than the January 1st, enter each employees quarterly and year-to-date totals
so you can print W-2s at the end of the year. Please see chapter 12 - Employee Records.
Enter Employee Year-to-Date Totals
QUICK FIND: <PAYROLL <EMPLOYEE INFORMATION <CHANGE <LEDGER
Genesis maintains quarter-to-date and year-to-date totals for each employee. These totals
appear on employee checks and various payroll reports. Quarter and year to date informa-
tion can be updated for an employee any time after an employee record is created for that
person. Please see chapter 12 - Year-to-Date Totals.
Setup Employee Passwords in Time Clock
QUICK FIND: <TIME CLOCK <MAINTENANCE <EMPLOYEE PASSWORDS
Each employee will need a unique password in order to be able to clock in and clock out.
This step should have already been completed during the setup process. See chapter 4 for
more information.
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General Ledger
Enter GL Opening Balances
QUICK FIND: <GENERAL LEDGER <JOURNAL ENTRIES <NEW
Enter opening balances into the General Ledger module with a date of your Go Live date. In
order to do this, you will need to enter a Journal Entry, which contains the balances you
have as of the day before your Go Live date. You may need to get these totals from your
accountant. You can make this entry at a later date if needed, but any financial reports that
you print before this entry is made will not be accurate. Note: You will need to make an
opening entry for each GL location (if using multiple locations). Balance sheet accounts can
be entered all under the main store location if desired, but Profit & Loss accounts will need
to be entered for each location. Please see chapter 14 - Journal Entries.
Use the following information for this opening entry:
Journal Entry number = 2
Date = The date of your Go Live date
Description = Opening balances
Account # $ Amount = Totals from your existing system as of the day before your Go
Live date. Remember that a credit balance is entered as a negative number and a debit
balance is entered as a positive balance.
Troubleshooting:
Problem: I ran out of room for my opening balance entry.
Solution: If you run out of room to enter all the account balances, save the entry even
though it will be out of balance. Do a second entry with the remaining GL
account balances and save. This entry will also be out of balance, but the
combination of the two entries should be in balance as a whole. After enter-
ing balances, go into Reports and view on screen the General Ledger report
to verify the GL is in balance. Make adjustment if needed.
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Summary
Once you have entered all your beginning balances and prepared your Genesis System to
Go Live, you are ready to begin using Genesis in the day-to-day operations of your busi-
ness. Remember, as you continue to the next chapters, the setup screens for these Mod-
ules were completed in an earlier chapter. Please refer back if you need to make any
changes to the setup screens.
Checklist
Before you Go Live make sure that:
E All setup screens have been completed in all modules.
E All existing data has been entered into Genesis (such as open purchase orders, cus-
tomer balances, general ledger balances, employee year-to-date totals, etc.).
E Each computes system date is set back to the current date.
E You are working in the live version of Genesis. Note: This is only applicable if you have
previously set up a Practice version of Genesis.
E Employees are trained and familiar with Genesis.
E You are familiar with how to complete a typical day in Genesis (see chapter 7 - Inventory
Control System - Daily Procedures).
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Chapter 7: Inventory Control Sys-
tem (ICS)
Overview
This chapter is organized into the following topics.
Order Processing
Delivery Scheduling
Accounting Functions
Inventory Management
Sales & Marketing
Maintenance Functions
Other/Miscellaneous
Daily Procedures
The following chart provides an outline of the typical process you will go through on a daily basis within the
Inventory Control System. Instructions for each of these items are contained on the following pages.
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Order Processing
Setting the Processing Date
It is important that your Processing Date is accurate whenever you use Genesis. Normally, you just leave
your Processing Date on the current date. However, if needed, you can trick the computer into thinking it
is on a different date by changing the Processing Date. This can be useful if you need to finalize weekend
days on Monday. It is also helpful if you are behind a few days after getting all your Pre-live information
entered. Note: Select the option to Batch sales invoice by a date I choose under the detail tab in Misc
POS Options in ICS Setup, if you are using Terminal Server or do not want your computers system date to
change when you change your Processing Date.
1 Click on Sales Invoices from the Inventory Control System Main Menu.
2 The date your computer is currently set at will be displayed on the top-right area of the window below
Processing Sales Invoices For. Click on the Down-Arrow next to this field to bring up the calendar.
3 Select the desired date by clicking on it.
4 Click Yes to confirm your choice. Note: This process actually changes your computers system date and
will affect all your programs. So, be sure to change it back to the correct date when you are finished.
Sales Invoices
Creating a Sales Invoice
1. Click on Sales Invoices from the Inventory Control System Main Menu.
2. Click on the New.
3. Select the sales location from the drop down list to represent the store location where the customer
made the purchase (if your system is set to use User Based Passwords, then this location can be
selected when you first launch ICS). The location number determines which store location (1-15) will
receive credit for the sale. Note: This location number will default on subsequent invoices to the number
you select now. Each workstation will only need to select their location the first time they use Genesis.
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4. Enter your password. Note: This is not your master password. This is a salespersons password as
assigned through the ICS Setup Module. (If your system is set to use User Based Passwords, then your
password will be entered when you first launch ICS)
5. The Invoice Entry screen will be displayed. Complete the fields. Refer to the information below these
instructions for additional assistance on the individual fields.
6. Click on Save.
7. The A/R screen will be displayed, indicating that Genesis will automatically set up an accounts receiv-
able account for the customer. This screen includes a convenient summary of the customers account
balance. Complete any additional fields, if desired, and then click on Continue. Refer to the information
below these instructions for additional assistance on the individual fields.
8. Click OK to print an invoice(s) if desired.
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C Field Details - Sales Invoice
Invoice # - You may not be able to enter an invoice number in this field. If so, you
have the automatic invoice numbering option turned on in the ICS Setup program.
Genesis will automatically track and increment the invoice number for you. If you
can type an invoice number in the field, the automatic invoice numbering option is
turned off in the ICS Setup program. You must supply an invoice number between 1
and 999999. This invoice number should match the invoice number on your pre-
printed sales invoice form. Important: Do not type an invoice number that has been
entered on a previous sales invoice. This will cause erroneous information to appear
on customer lookup screens.
First & Last Name - Enter the customers first and last names. Genesis will insert
the word SALE, followed by the invoice number, if you do not enter a customer last
name. You may also press the Page Down key or click on the Lookup button to let
Genesis find the customers information.
When using the Lookup Button: Search for customer information using one of the
methods listed below. The information searched is determined by the option se-
lected previously in ICS Setup (e.g. A/R Customers, Sales History, or Mailing
List).
a) Customer Name - Try to find matching entries based on the customers first and
last name. Enter all, or part, the customers first and last name and then press the
enter key to start your search.
b) Phone Number - Genesis will retrieve information based upon the phone number.
Enter all, or part, of the customers phone number and then press Enter to start the
search. Tip: Phone number searches are 8 to 10 times faster than name searches.
A list of matching entries for your search criteria will be listed on the screen. Double
click on a name in the list to insert that customers name and address information on
your screen. Note: If you are searching Sales History information, then the same
customer name may appear in the list more than once because there will be one
entry in the list for each sales invoice for that customer. The invoices will be listed in
chronological order from the oldest to most recent. You should select the last entry in
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the list to select the customers most recent address.
Address - Enter the customers address. If you selected the customers name from
the Lookup list, then the address will be automatically entered for you. Click on the
zip code Down-Arrow) to select a preset zip code from the list setup in the ICS
Setup Module. The matching city and state for your selected zip code will automati-
cally be inserted on the sales invoice.
Salesperson - A series of four fields are available for entering salespersons identifi-
cation numbers. Genesis automatically places a salespersons number in the first
box based upon the password that was entered when accessing the Sales Order
Entry screen. You can change this number if necessary by typing a new number
over it. Entering a salespersons identification number on an invoice insures that
person credit for the sale. Type a salespersons number in the first field. You can
enter a split sale by typing additional salespersons numbers in 2nd, 3rd, or 4th
boxes.
Customer Take - Select this option when the customer takes the item from your
store at the time of sale. Doing so indicates that it is OK to pay commissions and
accumulate sales income for this sale when you print and finalize todays Daily
Sales Report. This also eliminates the need to use the Record Delivered Sales
option at a later date to complete the sale. You can select this option by clicking on
it, or pressing the space bar on your keyboard while the words Customer Take are
highlighted. Note: If Pending Delivery is checked, you may need to uncheck the
Pending Delivery box and then check the Customer Take box.
Pending Delivery - Select this option if the customer is not taking possession of the
items on the invoice. Each item on the invoice will be deducted from inventory and
placed on the reserved list for that item. You cannot combine pending delivery items
and customer take items on the same invoice. You can select this option by clicking
on it, or pressing the space bar on your keyboard while the words Pending Delivery
are highlighted.
Item Entry Table - You can create new Item Masters on the fly while you enter the
item information, so dont worry about already having item masters created for each
item on the invoice. The Dep, Mfg, Item Number, and Description columns appear
with a shaded background. You cannot type information directly into these fields.
Instead, Genesis will provide a pop-up list of applicable choices. The pop-up lists will
appear automatically, or you can click on a field to display the list for that field.
Qt (column) - Enter the # of units you are selling. Press TAB to move to next column.
Dep (column) - (pop-up list) Select the inventory department for the item you are
selling. You may also select one of the miscellaneous department codes, sales tax
categories or item groups.
Mfg (column) - (pop-up list) Select the manufacturer of the item you are selling. The
list on your screen will contain only the manufacturers currently in the department
you specified in the Dep column. Select <Show All Manufacturers> to see all of the
manufacturers in the system. This is useful when you are selling a new piece of
merchandise from a supplier. You should enter new suppliers in the List of Manufac-
turers before selling items from that company if possible.
Item Number (column) - (pop-up list) Select the item you are selling from the list by
clicking on the item with your mouse, or typing the first few letters of the item num-
ber. The item number, description, selling price, current number of units available for
sale, and current number of units on order for stock are displayed for each item.
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Creating a New Item Master - You can create a new item master by clicking on the
New Item icon. A window for entering the item master will appear on your screen
(you can access the Item Wizard by clicking on the down-arrow next to the Item
Number field). Complete the prompts on the Item Master screen and click Save. You
can also select the option to Create Multiple Item Masters, which allows you to
create several new items and have them added to your Sales Invoice automatically.
Searching For an Item - Complete any part of the Manf, Item Number, or Description
prompts and then press enter. A list of matching items will appear on your screen.
Changing The Sort Order For Items In The List - You may also change the order in
which the items appear in the list by clicking on a column header. For example, click
on the Selling Price column header to sort the items in the list by selling price.
Selecting Multiple Items From The Item List - Hold down the Ctrl key on your key-
board and then click on the items you want to select from the list. Click on the
Continue button after you have highlighted all of your desired items.
Viewing an Item Picture - Left click on an item in the list and then right click on that
same item. A pop-up list will appear on your screen. Click on View Item to view a
previously scanned picture of the item. Click on the X in the upper right corner of
the window to close the window and return to the list.
Viewing Item Details - Left click on an item in the list and then right click on that
same item. A pop-up list will appear on your screen. Click on Item Details to view a
copy of the Item Master for that item. Please note that the raw cost, landed cost, and
gross profit fields do not appear in this view.
$ Price (column) - Type the selling price per unit in this column. You will also enter
the appropriate dollar amount for sales tax, delivery charges, etc. in this column. Tip
Click on the $ Price column title to activate distributed pricing (Out the Door pric-
ing) or to apply a discount to the invoice on your screen (see instructions). This is a
great time saver when you sell several items for one total price.
S (column) - Use this column to determine the stock status of the item. A pop-up list
will appear when your cursor enters this column. Up to four different options can
appear on this list:
Sold From Stock - This option appears only if you selected Genesis determines
stock location in the ICS setup program. Select this option if you want Genesis to
search through the stock locations until it finds enough units to satisfy the sale.
Genesis always starts its search at location 0 and then continues searching through
location 15 until the appropriate number of units have been pulled from inventory. If
the number of units in stock at all locations is less than the total number of units
entered on the sales invoice, an oversold condition will occur and a warning will
appear on the screen.
Location ?? Units ?? - This option will appear instead of Sold From Stock if you
selected User selects stock location in the ICS setup program. A list of location
numbers and current in stock quantities at each location will appear. Select a loca-
tion from the list on your screen to remove the item from inventory at that location.
Special Order - Select this option if the item is not in stock, and needs to be ordered
from a manufacturer. Genesis will give you the opportunity to automatically create
the purchase order for this item when all of your daily activity has been completed.
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Genesis automatically places an * in the S column when you select this option.
Note: A warning message may appear if the total amount in the special order pend-
ing file plus the special orders on this invoice is less than the factory minimum
amount as setup in the Manufacturers List. This notifies a salesperson that a
shipping delay is possible for the special order items on the invoice because you are
presently below the minimum order amount for the factory. In this way, the salesper-
son can immediately inform the customer of the possible shipping delay.
Sell From Stock Order - Select this option to reserve an item that is currently
ordered for general stock. This option will appear only when the following conditions
are true (a) the item you are entering must currently appear on an open purchase
order. This item must be on order for stock, or (b) you have enabled the ICS Setup
program option that allows selling against incoming stock orders. This option is part
of the Misc. POS setup section in the ICS Setup program.
Genesis will present you with a list of open purchase orders in the system that
contain your desired inventory item (if it is currently ordered for stock on an open
purchase order). Select a purchase order from the list on your screen. The matching
item on the open purchase order will be converted to special order status when you
save the sales invoice. Genesis will automatically place an S in the S column when
you select this option. In addition, the purchase order number you selected will be
inserted in the Sidemark Notes column.
Important: Genesis automatically enters a corresponding purchase order number in
the Sidemark Notes column when you choose to sell from an Stock Order. Do not
alter the purchase order number information. Altering this information will prevent
Genesis from correctly converting the order status for the item from stock order to
special order when you click on the Save button to save your sales invoice to disk.
Sidemark Notes (column) - Enter any additional descriptive information for a
special order item. Your entries in this column will be included with the item informa-
tion if you allow Genesis to automatically create a purchase order for the item. You
may enter up to 160 additional characters to describe each item on a sales invoice
line. Each sidemark note must contain a matching item entry on the same line. Tip:
You can add general notes to any sales invoice by clicking on the Item Number
Column header on your sales invoice entry screen. These notes are not printed with
the sales invoice.
Payments- Click on a dollar amount field to enter an amount (or press the F6 key to
move your cursor to the dollar amount prompts). Type the amount paid by each
payment method. The $ Balance field will change automatically as you enter pay-
ment amounts.
You may select additional forms of payment by clicking on the column header of one
of the last two payment columns to display the list of options and clicking on your
selection. Note: The additional forms of payment can be setup in ICS Setup under
G/L Account Numbers.
Delivery - Click on the Delivery button to schedule a deliver for this invoice.
Options Button - Click on the Options button if you want to:
- Classify this sale as a wholesale sale. This is a special provision for selling mer-
chandise at cost and is useful for transfer sales between stores, employee sales,
and accommodation sales. Any sale that is purposely made at, or near, cost can be
designated as a wholesale sale. A wholesale sale is handled differently from a retail
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sale in these respects:
a) The Sold MTD, Sold YTD and Sold Spec Order quantities are not adjusted.
b) Your G/L account for inventory is adjusted instead of your sales income account.
c) Profit margins are not calculated on wholesale sales and are not added to the
totals on your Daily Summary Report.
- Enter a mail code for the customer. Enter an expected date of possession for the
items on the invoice. This is the date the customer has indicated he would like to
take physical possession of the item(s) on the sales invoice. The expected date will
appear when checking the reserved status of inventory items while using the View
Items option, or on various printed reports.
Discounts - Genesis provides you with a fast and easy way to calculate customer
discounts on sales invoices.
1 Enter all of the item information on the sales invoice. Do not enter non
discountable items at this point (sales tax, delivery charges, etc.)
2 Click on the $ Price column header.
3 Click on the Calculate a Discount tab. The calculator window will be displayed.
4 Enter a discount percentage rate (i.e. enter 5% as 5.0) and press enter. You may
change a discount on any individual item in the list by typing new discount rate
for that line item and then pressing the enter key.
5 Click Go. The discounts you have calculated will be subtracted from the items on
your sales invoice. Note: The net discount rate for all items on the sales invoice will
be displayed after the last item on your sales invoice. The discount amount entered
for each line item will be inserted in the sidemark notes for that item. The sidemark
notes can optionally be printed on the sales invoice (see ICS Setup instruction).
Undoing a Discount: You can undo a calculated discount by typing the non-dis-
counted prices in the $ Price column and then repeating the above instructions.
Disabling Discounts at Point of Sale: You can prevent salespeople from applying
automatic discounts to a sales invoice by following these instructions:
1 Launch the ICS Setup Module.
2 Click on Misc. Options.
3 Click on the Detail Options tab.
4 Click on the Disable Discounts at POS option.
5 Click on Save.
Distributed Pricing (Out the Door Pricing) - Genesis provides a fast way to sell
two, or more, items for a single price. Please note the following requirements:
- You must have at least 2 items on a sales invoice to use distributed pricing.
- Distributed pricing works only with Item Masters.
- All items must have a landed cost to use distributed pricing on a sales invoice.
Instructions
1 Enter the item information for all of the items you are selling on the sales invoice.
Do not include sales tax at this point.
2 Click on the $ Price column header.
3 Click on the Out The Door Pricing tab (if not already selected).
4 Select the items to include in the Out the Door price by checking its
corresponding box.
5 Enter the total selling price for all of the items checked into the price field.
6 Click on Go. The appropriate selling prices will be inserted in the $ Price column
for each item. Note: You may repeat these steps for as many times as desired for
any combination of items on your sales invoice.
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7 Add any other lines you would like to the sales invoice.
Examples include sales tax, and items that are not part of the group price.
How Distributed Pricing Works
Genesis finds the landed cost for each item on the sales invoice and calculates the
total cost of all items on the invoice. The landed cost for each item is then calculated
as a percent of the total cost for all items on the invoice. The selling price is then
distributed to each item based on its percentage of the total cost for the invoice.
Notes - You can attach general notes to an invoice by clicking on the Notes button
at the bottom of the window. These notes can be printed on the invoice if that option
is enabled in the ICS Setup Module.
Mini-Scanner - Click the Qt. column header to retrieve items from a Mini-Scanner.
Minimum Deposit - You can force a salesperson to collect a minimum deposit
amount on a sales invoice. The minimum deposit is calculated as a percent of the
total sale amount (excluding sales tax). The amount the salesperson needs to
collect is displayed on the sales invoice screen and updated as items are entered.
Follow these steps to activate this feature:
1 Launch the ICS Setup Module.
2 Click on Misc Options.
3 Click on the Detail Options tab.
4 Click on the Require a Minimum Deposit % box and then enter a minimum
deposit percent (i.e. 25 for 25 percent).
5 Click on Save.
Note: You can save an invoice without the minimum required deposit by entering the
master password. This option is intended to allow management personnel to over-
ride the minimum deposit requirement at the point of sale. You should not make your
master password known to salespeople unless you want them to have unrestricted
access to all parts of Genesis.
Credit Limit Warning - Genesis will warn a salesperson at the point of sale if the
customers current purchase will cause the customers balance (for delivered items)
to exceed the credit limit specified for that customer. The salesperson is given the
option of continuing with the sales transaction, or correcting the problem before
proceeding. This feature is ignored if the credit limit for a customer is set to zero.
Add-On Sale Reminder - If your system is setup (see chapter 4) to prompt for add-
on items, you will be prompted to add them after placing an item on the invoice (if
the item is eligible). A popup window will appear with a list of suggested add-ons.
Select any combination of items by clicking on them to highlight them and then click
on the Add Items button. You can delete or change any of the add-on items after
insertion on the sales invoice.
Sales Tax - Sales tax will be automatically added as a line item on your invoice
when you click on a payment field or click on Save (if your system is setup to add tax
automatically). If your system is not setup to automatically add the tax, you may
manually add it by selecting the sales tax from the Department drop down list. Your
system can also be setup to add sales tax based on zip codes. (See Chapter 4 - ICS
Setup for more information.)
You can change a sales tax amount that Genesis has automatically created by
typing over it. A sales tax entry can be deleted by changing the quantity for that entry
to zero.
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C Field Detail - Financing Options Screen
After you enter an invoice and click on the Save button, the Financing Options Screen will appear (if
certain options are activated in A/R Setup). This screen may contain the following options:
Select a Contract Style - This option allows you to select between Installment and
Revolving for the account type.
Select Credit Insurance Charges - Check the box next to each insurance item you
wish to include on your contract.
Loans - Click on the Loans button to calculate a loan for this customer.
Add Ons - Click on the Add Ons button to calculate an add on loan for this cus-
tomer. Note: See the section in chapter 8 on Add On Loans for more information.
C Field Detail - A/R Screen
After you enter an invoice and click on the Save button, the A/R Screen will appear. This screen contains
four file folder tabs. The default tab displays information about the customer's account balance. The other
tabs contain prompts you can complete to setup billing information for the customer. Some fields may
already be filled in with default information as set up in the A/R Setup module. Use these guidelines when
completing the prompts on each tab:
Account Summary Tab:
Summary Table - This tab contains a summary of the customers account. Genesis
will display the purchase amount, total payment amount, and remaining balance for
each of the customers previous invoices. The purchase, payment, and remaining
balance for the current invoice is also displayed. An updated account balance
appears at the bottom of the list. Tip: This screen also appears when taking pay-
ments. The invoice number for the R.O.A. is highlighted in blue.
Screen Title - One of two titles will appear at the top of this screen depending on
whether or not Genesis finds an exact match for the customer name you entered on
the invoice:
Creating a New Customer Account - The customer name you entered on the sales
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invoice does not match an existing name. Genesis will create a new customer
account when you click on the Save button. You should click the Back button and
check the spelling of the customers name on the sales invoice screen if you are
sure the customer has made a previous purchase.
Updating an Existing Customer Account - The customer name you entered on the
sales invoice screen exactly matches an existing name. The current invoice will be
added to that customers account balance when you click on the Save button.
Billing Options Tab:
Category - Select an A/R category for this customer. You can group your A/R cus-
tomer base into common account types. Examples might include Lay Away, Special
Order Deposits, 30 day open accounts, etc. You can use these categories when
sending statements, analyzing A/R totals, and printing past due notices.
Loan $ - The current loan amount for the customer (required).
# of Payments - The number of payments required to pay back the loan amount
(required). Enter a "1" at this prompt if you are not sure.
Payment Amount $ - The amount of each payment (required). Tip: Click on the
calculator icon to recalculate the payment amount if you change the loan or number
of payment entries.
First Payment Date - The date when the customer's first payment is due. Genesis
expects a payment on the same day of each month. The day of the month that
appears in the payment due date on your statements is determined by this entry.
Advanced Billing Tab:
Send Statements to Customer - Make sure this option is selected if you want the
customer to receive statements.
Revolving Acct - Click on this option if the customer account will be a revolving
account. These customers are billed separately from installment, or lay away ac-
counts. In addition, interest charges are not included when calculating the
customer's monthly payment amount.
Late Charge - Enter a late charge rate (i.e. 1.5)
A.P.R. - Enter the annual percentage rate for the loan. The A.P.R. is used to calcu-
late the payment amount (except in the case of revolving accounts).
Age From Date - Genesis ages a customer account from the date of the last pur-
chase that has not been paid in full. This will usually be the invoice you are currently
entering. You can override this aging date by entering an date in this field. Genesis
will then age the customer's account from this date without regard to when the
customer's last purchase was made.
Customer Notes - Enter any notes about the customer you would like to see during
Customer History Lookup functions.
Cosigner Info Tab: Enter the name and address information for a cosigner if
appropriate. This information is for reference purposes only.
Changing a Sales Invoice
You can modify a sales invoice only before finalizing your day. Once your day has been finalized, all the
invoices for that daily batch are moved to the history area and cannot be changed.
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1 Click on Sales Invoices from the Inventory Control System Main Menu.
2 Click on Change.
3 Select your sales location and enter your salesperson password (if your system is set to use User
Based Passwords, then this location can be selected when you first launch ICS).
4 A list of invoice created on the current date will be listed. Double-click on an invoice to edit it.
5 The Sales Order Entry screen will be displayed with invoices information. Make any desired edits and
then click Save. Note: Always click Save to complete the process of changing a sales invoice (even if
you do not change the invoice displayed on your screen). Any action other than clicking Save will result
in erroneous information in your system.
Inserting/Deleting Lines on a Sales Invoices
1 Click on the quantity field of the line where you want to insert or delete.
2 Right-click on the quantity to display a pop-up menu.
3 Select Insert an Empty Line to open an empty line at your selected line, or choose Delete the Current
Lin to delete the selected line.
Troubleshooting:
Problem: The invoice I want to change is not listed.
Solution: Verify that your computers system date matches the date the invoice was actually entered.
Also, make sure the sales location for the invoice matches the location you specified in the
Salespersons Password window. Only the invoices from the currently selected sales loca-
tion are displayed.
Voiding a Sales Invoice
Follow these steps to void a sales invoice:
If the Daily Batch of Tickets has Been Finalized:
A sales invoice cannot be changed if it has been finalized. A return sale must be processed for this invoice.
If the Daily Batch of Tickets has Not Been Finalized:
1 Click on Sales Invoices from the Inventory Control System Main Menu.
2 Click on Change.
3 Select your sales location and enter your salesperson password (if your system is set to use User
Based Passwords, then this location can be selected when you first launch ICS).
4 A list of invoice created on the current date will be listed. Double-click on an invoice to edit it.
5 Click on the Void button near the bottom of the window. Confirm your choice.
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6 Click Continue on the A/R Customer Window is displayed.
Note: You can optionally void an invoice by zeroing out all the amounts (quantities and payments) on the
invoice and then saving it.
Receiving Payments
Once an invoice has been entered into the system, you can apply payments towards it. Any payments
entered will be reflected on your Daily Sales Report when you finalize the day.
Instructions:
1 Make sure your system date is set correctly.
2 Click on Sales Invoices from the ICS Main Menu.
3 Click on Payments.
4 Select your sales location and enter your salesperson password (if your system is set to use User
Based Passwords, then this location can be selected when you first launch ICS).
5 Type the customers last name, first name or phone number and press the enter key. A list of customers
will appear (Tip: Right-click on a customers name to view their account detail). Double click on the
desired customers name. A list of open invoices for that customer will be displayed (including the $
amount owed on each invoice). Several options are available to you on this screen before continuing.
- Click with your right mouse button on any invoice displayed on your screen to view a copy of the
original sales invoice.
- Click on the printer icon to print the list to your printer.
6 Enter the amount the customer is paying into one or more of the payment fields. Note: If the customer
pays by check, enter the check number into the Check Number field.
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7 The amount will automatically be applied to the oldest invoice first and then if it is paid in full, the re-
maining amount will be applied to the next invoice, and so on. If you would like to change the invoices
that the money is applied to, remove the amount from one invoice and enter it next to another.
8 Click on Save and then click on Save A/R.
9 Click OK to print a receipt for your customer. The receipt will contain the amount paid today. It can
optionally contain detailed information about the customers current balance. This detailed information
appears only if you have chosen to have it appear in the ICS Setup Program.
Non Sufficient Funds:
If you receive a Non Sufficient Funds notice on a customers check, you can handle it through the pay-
ments screen. Go into ICS, click on Sales Invoices and then Payments Bring up the customers account
and select the appropriate invoice. Then apply a negative payment. This will show their account as owing
again, and also decrease your cash on your daily sales report. This will also appear on your bank reconcili-
ation on the General Ledger.
Recording a Delivered Sales Invoice
Recording a delivered sale is the final step in selling merchandise to a customer. You will usually complete
this step after the customer has taken possession of the merchandise.
How this feature works
The way this feature works depends upon if you are recording sales and income on a delivered basis, or on
a written basis. Here is what happens under each scenario:
When Working on a Delivered Basis...
The sales commissions are paid to the salesperson and added to the Commissions Report.
The G/L accounts for sales income, sales tax, and other misc. income are updated. These bookkeeping
entries will appear on the next Daily Sales Report you print (see example below).
The Delivered Sales Report is updated. This report lists the inventory items delivered each month and
can be found on the Sales Analysis tab in the Printed Reports section. The totals on this report are also
used to establish the total value of the merchandise you have sold during the month (your cost of goods
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sold). Tip Genesis looks up the current item master cost for special order items and inserts this cost on
the Delivered Sales Report (which in turn becomes your cost of goods sold figure in the General Ledger
module). This helps insure the accuracy of this report since the true cost for a special order item is not
always known at the time of sale.
The reserved items list for any special order, or lay away items, is updated by removing the customer
from the reserved list.
The customers A/R account is updated (when applicable).
Examples of Bookkeeping Entries:
1 In the following example, a customer purchases items totaling $200 and pays for the order in full.
Debit Credit
When invoice is created: Cash in Bank 200
Customer Deposits 200
When items are delivered: Customer Deposits 200
Sales Income 195
Sales Tax Payable 5
2 In this example, a customer purchases items totaling $200 but pays for 1/2 of his order up front and 1/2
when it is delivered.
Debit Credit
When invoice is created: Cash in Bank 100
Customer Deposits 100
When items are delivered: Cash in Bank 100
Customer Deposits 100
Sales Income 195
Sales Tax Payable 5
3 In the following example, a customer purchases items totaling $200, takes the items with him and pays
for 1/2 of his order.
Debit Credit
When invoice is created: Cash in Bank 100
Accounts Receivable 100
Sales Income 195
Sales Tax Payable 5
When Working on a Written Basis...
The reserved items list for any special order, or lay away items, is updated by removing the customer
from the reserved list.
Delivering All Items
Follow these steps when all of the items on an invoice are delivered at the same time. Important: The
system date for your computer will be used to determine the delivery date for the items on a sales invoice.
This date affects when sales tax (if any) from the sale appears on your sales tax report, and when commis-
sions (if any) appear on the commission report. Make sure your computers system date is correct before
recording the delivery of a sales invoice.
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Record Delivered Sales Invoices.
3 Enter your password (either the master password or the individual password assigned to this area
through the ICS Setup Module). Note: If your system is set to use User Based Passwords, then your
password is entered when you first launch ICS.
4 Type the invoice number that you want to deliver and press enter.
5 The invoice will be displayed on your screen. Tip You can also click on the Down-Arrow button to search
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for an invoice number, or press the enter key without entering an invoice number to select an invoice
from a list of invoices for a specific date.
6 If applicable, enter the amount(s) paid by the customer into the appropriate payment field(s).
7 Click Pay Commission and Deliver to complete the entire sale. Note: The caption for this button will
read Record Delivery if the software is setup to work on a written basis.
The general ledger accounts affected by the invoice (like sales income, sales tax payable, etc.) will be
automatically updated. The general ledger accounts for the amounts paid (like cash, credit cards, etc.) will
also be updated. You will see the adjustments to these accounts on the next Daily Sales Report you print.
In addition, the customers account in A/R will also be updated whenever appropriate. The amounts from
the sale and any additional amounts paid at the time of delivery will automatically be posted to the
customers account balance.
Genesis can also automatically calculate the discount amount from outside finance companies if you
desire.
Delivering a Partial Invoice
Follow these steps when some, but not all, of the items on an invoice have been delivered.
1 Follow steps 1 through 6 above.
2 Place a check mark in the ? column next to each item that has been delivered. You can do this by
clicking with your mouse, or by pressing your space bar. Tip: You can also click on an item number to
edit the original item master for that item.
3 Click Override Commission and Deliver to complete the delivery. Note: The caption for this button will
read Record Delivery if the software is setup to work on a written basis.
4 Complete the prompts in the Commission Override Window under step #2. Enter a salespersons
number (if it is a split commission, enter each person onto a separate row) commission percentage rate
for calculating the commission. The percentage rate must be a number between 1 and 99. You may
also enter a comment and an optional Spiff amount. Your comment will appear on the Commission
Report.
5 Click OK to calculate the commission and continue.
The general ledger accounts affected by the items you selected on this invoice (like sales income, sales tax
payable, etc.)will be automatically updated. The general ledger accounts for the amounts paid (like cash,
credit cards, etc.) will also be updated. You will see the adjustments to these accounts on the next Daily
Sales Report you print.
In addition, the customers account in A/R will also be updated whenever appropriate.
A Note about Sales Tax on Partially Delivered Sales: Genesis determines the sales tax rate for an invoice
by dividing the amount of sales tax collected by the total dollar amount of the items appearing above the
sales tax entry. This percentage rate is then used to determine the dollar amount of sales tax accrued to
individual items delivered. Genesis automatically calculates the amount of sales tax due, and adjusts your
general ledger account for sales tax accordingly.
Tip: View a customers A/R history ledger by clicking on the View A/R History button whenever it is visible.
Using Manual Bookkeeping
The Manual Bookkeeping checkbox allows you to change the bookkeeping entry that is created when a
sale is delivered. An additional window will appear when you click on the Pay Commission and Deliver
button if the Manual Bookkeeping option is checked:
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The original bookkeeping entry that was created when the invoice was created appears in the left panel.
This information cannot be changed.
The proposed bookkeeping that is being automatically generated appears in the right panel. You can
alter this information if you desire. For example, you might want to credit the amount of this sale to a G/
L account other than the one that appears in the window. When adjusting this entry make sure that the
total of the dollar amounts on the entry equal 0 and that you use valid G/L account numbers from your
Chart of Accounts.
Use caution when changing the account number for Accounts Receivable, or Customer Deposits. This will
affect the way the customers A/R account record is updated (when applicable).
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Return Invoices
Genesis provides you with a fast and easy way to process a customer return. Note: Only items from final-
ized daily sales reports can be returned. If the original invoice is part of a daily batch that hasnt been
finalized, follow the instructions for voiding a sales invoice.
Instructions
1 Click on Sales Invoices from the ICS Main Menu.
2 Click on Return.
3 Enter a salespersons password in this window (if your system is setup to use User Based Passwords,
then your password is entered when you first launch ICS). The sales location displayed in this window
will be ignored because Genesis will use the sales location from the original sales invoice when pro-
cessing this invoice.
4 Type in a phone number or any combination of the customers first and last name and then press the
enter key. A list of previous sales invoices matching your search criteria will appear on the screen. Note:
You may also use partial entries in the phone number or name fields. For example, type SMI in the
last name prompt to list invoices for all customers with last names that begin with SMI.
5 Select the items the customer is returning from the list on your screen. Hold the Ctrl key on your key-
board while clicking on items listed to select multiple items. Be sure to select the sales tax also, if your
sales tax rate has changed since the sales invoice was originally entered into your computer.
6 Click Continue after you have selected the appropriate items.
7 A completed return invoice is displayed on your screen. Type in the dollar amount (if any) that is being
returned to the customer at one of the payment option prompts (Cash, Check, Visa, etc.). Type any
amount to be refunded to the customer as a negative dollar amount (i.e. -300.00) Tip: You can change
any part of the proposed customer return at this time.
8 Click Save to permanently record the transaction. Genesis will automatically reverse the associated
transactions when you save the invoice. The item stock levels will be increased, sales levels will be
decreased, customer accounts will be credited, etc.
Special Notes
General
Stock Location For Returned Items - Genesis attempts to return each item to the stock location from
which it was pulled for delivery. This location is determined at the time of sale, but can also be update
later in the delivery scheduling window.
Special order items are returned to location 0 if they have been delivered. You can change this location
entry (in the S column) if you want to return the item to a different inventory location in your inventory.
A special order item that has not been delivered to the customer is automatically marked as a special
order on the return invoice (so it does not end up in your inventory). If you have physically received the
item you should change the stock location (in the S column) as needed to place the item in your
inventory. If you have not physically received the item, leave the item marked as a special order on the
sales invoice, and adjust the purchase order for this item.
Create Separate Return Invoices For Each Sales Invoice - Genesis matches return invoice numbers
with original sales invoice numbers. You must process a separate return invoice for each corresponding
sales invoice. You can combine multiple items from a single invoice on a single return transaction
Use negative quantities - Place a minus sign (-) in front of each entry in the Qt. column. A minus sign is
not required on sales tax entries.
Use negative payment amounts - If money is to be returned to the customer, place a minus sign (-) in
front of each dollar amount entered at the payment method prompts. If money is to be left on the
customers account, leave the payment fields blank.
Make sure the Customer Take option is marked appropriately. This option must be checked on the
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return invoice if it was checked on the original sales invoice. Conversely, this option should not be
checked on the return invoice if it was not checked on the original invoice.
Returning Items Sold Against Stock Orders
If you have not received the items into stock, then the item(s) on the purchase order will be automati-
cally deleted. If you have received the items into stock, then the customers name will be automatically
removed from the reserved list for that item.
Returning Special Order Items
Additional steps must be taken when returning special order items that have not been received. Follow
these steps:
1 Has the Purchase Order been created for the item being returned?
If No: Delete the item off the Special Order Pending List.
If Yes: Delete the item off the Purchase Order if you are able to cancel the order with the vendor. If you
cannot cancel the order, then remove the checkmark in the S column on the Purchase Order to
change it to a stock order.
2 Has item been received?
If No: Change checkmark in the S column on the Purchase Order to change it to a stock order.
If Yes: The item will display the location the item was received into on the Return Invoice.
Applying a Payment from a Return Sale to Another Invoice
Follow the instructions listed above to create the return invoice. Be sure to enter the exact amount paid on
the original invoice as a negative amount (i.e. -300.00).
Next, create a new invoice for the customer. Enter the dollar amount credited on the return sale in the same
payment field on the new invoice as a positive amount. This will apply the money from the return sale to the
new invoice.
Returning Items That Have Been Deleted
It is possible that the original Item Master for an item that is being returned to stock may have been deleted
from stock at some point in the past. Genesis requires that every returned item has a matching Item Master.
Genesis will automatically scan the system for a matching Item Master for each returned item when you
click the Save button on the invoice screen. A matching Item Master for the returned item is automatically
created if one does not presently exist in the system. Genesis retrieves the costing information for the item
at the time it was originally sold and uses this data to create the current costs for the returned item.
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Using the Clearing Account with Returns
The clearing account is used as a temporarily holding account for checks that need to be issued to custom-
ers. To use it, follow the instructions in the following example.
Step #1: Create Your Clearing G/L Account
1 Launch the Chart of Accounts program.
2 Enter Advances and Clearing into one of the empty fields within your asset range of accounts (account
#180 is typically used).
3 Click Save.
Step #2: Setup Your System
1 Launch the ICS Setup program.
2 Click on G/L Account Numbers.
3 Select the appropriate store location.
4 Click on the Other Account Numbers tab.
5 Click on the field in the Acct # Credit column next to the Check row.
6 Use the scroll down arrow to find your Clearing account on the Chart of Accounts.
7 Click on the Clearing account and it will insert that account number into the field you selected in step
#5.
Note: After completing the setup of your system, each time you enter a negative amount in the check
payment field on an invoice, it will credit your Advances & Clearing account instead of your checking ac-
count.
Step #3: Create the Return Invoice
1 Launch the ICS program.
2 Click on Sales Invoices and then Returns.
3 Enter the customers last name and press Enter to show a list of invoices.
4 Select the line items from the original invoice that you are returning (including sales tax) and click
Continue.
5 An invoice will be created that includes negative item quantities for that customer. Enter the amount
that you are returning to the customer as a negative amount in the check payment field.
6 Click on the Save button.
Note: When you finalize your day, you will see the accounting entry for your Advances & Clearing account.
IMPORTANT: If you are returning the invoice and creating a new invoice on the same day, you can enter a
negative payment on the return and a positive payment on the new invoice so that it transfers the amount
from one invoice to the next. However, you should not do that in the check field because you would be
increasing your clearing account by putting a negative amount in the check field, but the clearing account
would never get decreased because you would never be issuing a check from the AP module (see next
step). Use the cash field instead, or another payment field that affects the same G/L account number for
both debits and credits.
Alternatively, you can refund the money through the Accounts Receivable module at a later time. In that
case, you would leave the payment fields blank on the return invoice. Then launch the Accounts Receivable
module and bring up the customers account. Position your cursor in the invoice number field and hit the
Enter key on your keyboard. Select the invoice number you are returning the money from by double-clicking
on the number from the list. Double click on Other Charges. Double click on the Clearing Account. Enter the
amount you are refunding as a positive amount. Press the Enter key on your keyboard and then click Save.
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Step #4: Issue the Check
1 Launch the Accounts Payable program.
2 Click on Create & Review Checks.
3 Select Create a Quick Check.
4 In the fields provided, enter the customers name, the date, description for the check, the Clearing
Account number and the dollar amount.
5 Click on Keep Check.
6 Print the check if you have not already hand written it, and then post the check to the G/L as usual.
How the accounting works:
(Note: Figures rounded down to nearest dollar)
Accounting if working on a delivered basis...
If you are working on a delivered basis and the original invoice hasnt been delivered at the time of the
return, the accounting is:
Transaction Account Debit Credit
Original Sale Cash in Bank 319
Customer Deposits 319
Return Customer Deposits 319
Advances & Clearing 319
Deliver Original Invoice Sales 300
Sales Tax Payable 19
Accounts Receivable 319
Deliver Return Invoice Sales 300
Sales Tax Payable 19
Accounts Receivable 319
Check Written Clearing Account 319
Cash in Bank 319
Accounting if working on a written basis...
Transaction Account Debit Credit
Original Sale Cash in Bank 319
Sales 300
Sales Tax Payable 19
Return Sales 300
Sales Tax Payable 19
Clearing Account 319
Check Written Clearing Account 319
Cash in Bank 319
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Gift Certificates
Step #1: Create the gift certificate invoice
1 Launch the Inventory Control System.
2 Click on Sales Invoices and then New.
3 Enter the Salespersons password (if your system is setup to use User Based Passwords, then you will
enter your password when first launching ICS).
4 In the name and address fields, enter the individuals name and address who will be receiving the gift
certificate.
5 Mark as a Customer Take.
6 Enter a quantity of 1 and press the Enter key.
7 From your department listing, select Miscellaneous 1 or Miscellaneous 2.
8 In the Window tha appears, enter 100 Gift Certificate in the discription field, and click on Okay. (Do
not put an amount in the amount field. The reason is tha you are not selling anything to the customer,
you are simply taking in money to be applied to an invoice at a later time).
9 Enter the dollar amount of the certificate into the Payment field(s).
10 Click on Save.
11 Click on the Save on the A/R screen.
12 Print the receipt for the customer who is purchasing the gift certificate, if desired.
* If you want the name of the person giving the certificate on the receipt, while still on the sales invoice
screen, click on the Ship To button. Enter in the Ship For fields the persons name giving the certificate and
then click on Save.
This will create an A/R account for the Receiver of the Gift Certificate (if they dont already have an account
in the system), and credit their account for later use
Step #2: Redeem the certificate
Option #1 - Applying the Gift Certificate to a Purchase using In Store Credit field.
Option #1 is preferable to option #2 because Genesis will keep an audit trail of the application of the gift
certificate from one invoice to another. However, if the customer redeems the certificate the same day as it
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was purchased, you will need to use option #2, because the In Store Credit field will not work until the day
has been finalized.
1 Launch the Inventory Control System.
2 Click on Sales Invoices.
3 Click on New.
4 Enter the Salespersons password.
5 Enter the customers information and the items they are purchasing.
6 Enter the amount of the gift certificate into the In Store Credit field.
7 Enter any additional payments into the regular payment fields if appropriate.
8 Enter any other needed information to complete the invoice.
9 Click on Save.
10 Enter the gift certificate amount into the field next to the invoice for the original gift certificate and click
Save.
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11 Click on Save on the A/R screen.
12 Print an invoice if desired.
This creates an audit trail in the customers history that shows the amount being transferred from one
invoice to another.
Option #2 - Applying the Gift Certificate to a Purchase using the payment screen
You may need to use this option if the customer redeems the gift certificate on the same day that the
certificate was purchased. The In Store Credit field is only available after the gift certificate invoice has
been part of a day that has been finalized. Otherwise, option #1 is preferable because it provides a better
audit trail.
1 Launch the Inventory Control System.
2 Click on Sales Invoices.
3 Click on Payments.
4 Enter the Salespersons password (if your system is setup to use User Based Passwords, then you will
enter your password when first launching ICS).
5 Enter the first three letters of the customers last name (the recipient of the gift certificate).
6 Double left click on the customers name from the list provided.
7 On the right side of the screen, double click on the invoice that shows the original payment for the gift
certificate.
8 On the payment screen that appears, enter a negative dollar amount in the Cash field. Entering a
negative amount is the same as taking the money off the original invoice. You will be putting the amount
back on a different invoice in a later step. This process simply shifts or transfers the money from one
invoice to another.
9 Click on Save.
10 Print a receipt if desired.
11 Click on New in the Sales Invoice area.
12 Enter the Salespersons password.
13 Enter the customers information and the items they are purchasing.
14 Enter the amount of the gift certificate into the Cash field. Enter additional payments into the appropriate
payment field(s) if appropriate.
15 Enter any other needed information, such as delivery date, notes, etc.
16. Click on Save.
17 Click on Save on the A/R screen.
18 Print a receipt if desired.
This process has shifted the amount from the gift certificate invoice to the purchase invoice. By entering a
positive and a negative amount in the Cash field, the affects on your Cash in Bank account net to zero. If
you have a case where the customer pays the balance in Cash, just add the amount and put the total in the
Cash payment field, and you will still have the correct increase to Cash in Bank. You can also use this
process for applying credit amounts to a new purchase from dollars not returned to customers from prior
returns.
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Contributing Inventory to Charities
Instructions
1 Determine the cost value of the item to be contributed (this can be found in Item Masters).
2 Create a new sales invoice as usual, with the following exceptions:
a) Enter the cost of the item as the selling price on the invoice.
b) Designate the invoice as wholesale, by clicking on the Options button at the bottom of the sales
invoice screen, checking the Wholesale box and then clicking Done.
5 Click Save, then save the A/R screen and print the invoice.
6 Launch the Accounts Receivable module.
7 Click on Customer Accounts, then Change, and bring up the customers account.
8 Create a transaction (see Accounts Receivable chapter for instructions) using the following guidelines:
a) Use Other Charges as the transaction type.
b) Use Contributions as the classification type. Note: If you do not see Contributions on the List, you
will first need to create one in your Chart of Accounts and make sure that the account is included in
your A/R account classification range for Other in A/R Setup.
c) Enter the amount as a negative amount (this will reduce their balance to zero).
When you finalize the day, the accounting resulting from this is as follows:
Sales Invoice Debit A/R
Credit Inventory
A/R Transacation Debit Contribution Expense
Credit A/R
Quotes
Genesis allows you to create and print sales quotes for prospective customers. A quote can be saved on
your disk and then easily converted into a sales invoice at a later time. Creating and saving a sales quote
does not adjust any inventory, sales, or bookkeeping information in your system. Genesis simply maintains
a record of the quote on disk that you can use at a later date to create a sales invoice for the customer.
Instructions
1 Click on Sales Invoices from the ICS Main Menu.
2 Click on Quotes.
3 Make sure the Create a New Quote option is selected and then click on the Go button.
4 Complete the prompts on the sales invoice screen. Refer to the instructions on creating a new sales
invoice for additional assistance on the individual fields.
5 Click on Save. The quote will be permanently saved to disk. You will also be prompted to print a copy of
the quote for your customer. The printed copy of the quote will be identical to a regular sales invoice in
appearance with the exception of the phrase ** This is a Quote Only **. This phrase will be printed in
the upper right corner of the invoice.
Changing a Quote
1 Click on the Sales Invoices button on the Inventory Main Screen.
2 Click Quotes.
3 Click on the Display an Old Quote option. A list of currently available quotes will appear. Select a quote
from the list and then click on the Go button.
4 Make any changes you desire to the quote on your screen and then click Save.
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Turning a Quote Into a Sale
1 Click on the Sales Invoices button on the Inventory Main Screen.
2 Click Quotes.
3 Click on the Display an Old Quote option. A list of currently available quotes will appear. Select a quote
from the list and then click on the Go button.
4 Uncheck the Quote option located on the upper right side of the sales invoice screen. You may also
change any of the information on the quote at this time.
5 Click Save. The quote will be converted to a sales invoice. Inventory, sales, and bookkeeping informa-
tion will be updated for the information on the invoice. The quote will be automatically removed from the
list of available quotes.
Deleting a Quote
1 Click on the Sales Invoices button on the Inventory Main Screen.
2 Click Quotes.
3 Click on the Erase an Old Quote option. A list of currently available quotes will appear. Select a quote
from the list and then click on the Go button.
4 Click Yes when you are prompted for confirmation. The quote will be permanently deleted from the list
of available quotes.
Looking up a Customers Account
Genesis provides a feature called Mr. Know-It-All to enable you to quickly locate a vast array of informa-
tion about a customer. It is available from the sales invoice entry screen, and in several other appropriate
parts of the Inventory Management System. Mr. Know-It-All provides you with:
Sales Invoice History - A copy of any past sales invoice can be viewed along with the payment history
for that invoice. You can also add free form notes to an invoice by right clicking on an invoice in the
invoice number list.
Open Account Status - Complete information about the customers current open account status (when
applicable).
Special Order Status - A listing of any special orders that have not been received.
Customer Service A complete listing of the service history for a customer.
Instructions
1 Click on Sales Invoices from the ICS Main Menu.
2 Click History.
3 Select the Customer History option and then click OK.
4 Type the customers phone number, or enter a partial spelling of the customers first and last name.
Press the enter key, or click on the Search button. Tip: You can search by invoice number for a sales
invoice by clicking on the Search By Invoice Number option that appears at the bottom of the screen.
The Customer Account, Special Order Pending, and Customer Service panels are not available when
searching by invoice number.
5 Four pop-up lists will appear on your screen. Double click on any of the lists to see more detailed
information about the item in the list. See the information below these instructions for additional assis-
tance on the individual fields.
6 Click Cancel when you are finished.
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C Field Detail - Account Lookup Screen
Sales Invoices - The customers name, phone number, invoice date, invoice num-
ber, and the delivery status of the invoice will appear for each entry in the list.
Double click on a sales invoice in the list to view a copy of the original invoice. The
name and address on a sales invoice can be changed once the sales invoice has
been displayed by double-clicking on the Sold To prompt.
The delivery status column will display Open, Partial or Delivered, depending on
the status of the items on the invoice.
You can also right click on an invoice to access any of these options:
- Update Notes For This Invoice - Add notes to the invoice for future reference.
- Schedule For Delivery Access the delivery scheduling system in Genesis to sched-
ule this invoice for delivery.
- View when the invoice is scheduled for delivery. Tip: Click on the delivery/pickup
date in the list to view the entire delivery or pickup schedule for that day.
- Set Up a Service Call - Access the Customer Service module to schedule a service
call for this invoice. You must have the Customer Service module installed on your
computer to use this option. Detailed instructions for setting up a service call are
available in the Customer Service module.
- View a List of Items - Click on this option to view a list of individual items for every
invoice displayed in the list on your screen (instead of a list of invoices).
Customer Accounts - Each name that appears in the list owes you money now, or
has owed you money in the past. Double click on a name in the list to display infor-
mation about that account. The customer account information cannot be changed
from this screen.
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Special Orders Pending - This is a list of an items that are currently on order for
specific customers. You can add notes about the order by double clicking on a
customer name in the list. This is useful for establishing a continuity in your contacts
with special order customers because any person can review the contacts with the
customer.
Service History - Customers appearing in this list have an open, or completed,
service call in the system.
The Customer Account Screen
Use these guidelines when interpreting the information on the Customer Account screen.
Written Account Totals
This is a list of the amounts due to you when using a written basis for accounting purposes. Counting sales
on a written basis means every sale is counted as a complete sale at the time it is written (even if the
customer does not take possession of the merchandise). This is a useful way to see what the customer will
owe you once the merchandise is finally delivered to the customer and the transaction is completed.
Only finalized daily sales invoices will appear on this list.
Double click on an invoice number to see a copy of the original invoice. Please be aware that dollar
amounts for a return against a particular invoice are not listed separately so that you only see the net
balance for the invoice.
You can click on the Show Delivered Totals check box to view the totals for the customer on a delivered
basis. The totals that appear on the screen will indicate the true present status of the account based
upon items that have, and have not, been delivered to the customer. Keep in mind that the customer
does not owe you any money for items that have not been delivered.
Account Setup Status
The three file folder tabs in the lower left corner of the screen reveal how the customers account is cur-
rently setup. There are three tabs to view:
Billing Options - This is the default tab. You can see the loan amount information, payment information,
and any notes that have been entered into the system about the customer.
Advanced Billing - Click on this tab to see information about special dating terms for the customer, and
the type of account the customer has opened (installment or revolving).
Cosigner Info. The name and address information for a cosigner appear on this tab.
Payment History
The Collectors Key and current aging status for the customer appear in this section. The Collectors Key is
a series of 12 letters (Y or N) that indicate if a customer made a scheduled payment in each of the last 12
months. A Y indicates the payment was made and an N indicates the payment was missed.
The aging information prompts provide a standard breakdown of the aging for this customer. You can
quickly determine how much of the customers account balance is past due.
View History Button
Click on the History button to view a detailed history of each purchase and payment amount applied to the
customer account. You can print this history on your printer, or export it to Microsoft Excel.
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Changing a Customers Name/Address
If a customers name or address needs to be changed, follow these instructions.
1 From the Inventory Control System main menu, select Maintenance from the menu at the top of the
window, then select Advanced and then Global Customer Information Update.
2 Enter the first and last name for the customer you are updating (as it exists in the system now). Type
this information in the column titled Change this current entry.... The first and last name entry in this
column must exactly match an existing entry in the system.
3 Complete the prompts in the to this... column. Your entries should reflect the way you want the
customers infomration to appear after the changes have been completed. Tips: Leave a field empty to
skip changes to that field. Enter a space to delete the information in a field.
4 Click on the Start button to initiate the update process. The Update Status Window will be displayed
while Genesis is searching through your data and making any appropriate changes. Genesis will
attempt to update customer information in the following areas:
Open Purchase Orders - Customer name and and phone number for special order items.
Pending Orders - Customer name and phone number in special order pending list.
Mailing List - Customer name, address, city, state, zip, phone numbers and e-mail address.
Accounts Receivable - Customer name, address, city, state, zip, phone numbers and email
address.
Customer Service - Customer name, address, city, state, zip, phone numbers and e-mail address.
Open Quotes - Customer name, address, city, state, zip, phone numbers and email address.
Sales Invoice History - Customer name, address, city, state, zip, phone numbers and email ad-
dress.
Item Master Reserved List - Customer last name.
Note: You may modify any individual area listed above by going to that specific area. However,
normally you should use this Global Customer Information Update feature to modify all the areas
automatically.
As Genesis updates your customer information, the following visual cues are provided:
Red Dot - Genesis is attempting to update information in the corresponding area of the software.
Blue Dot - Genesis could not locate a matching customer name entry in the corresponding part of
the software so no information in the system was change.
Green Dot - Genesis successfully located a matching customer name entry and updated the
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customers information according to the changes you requested.
5 Click on the Close button (X) in the upper right corner of the Update Status Window and then click
Cancel to exit the Global Customer Update Window. IMPORTANT: The update process may take
several minutes to complete (depending upon the speed of your computers). Do not restart or shut
down your computer whil the customer information update is in progress.
You may also access this Global Customer Information Update feature while viewing a sales invoice in Mr.
Know it All. Double click on the words Sales Invoice at the top of the screen to pop up the Global Cus-
tomer Information Update window.
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The Life of a Special Order
Genesis keeps track of every item that is marked as a special order during sales invoice entry and provides
special features for tracking the status of the special order from start to finish.
Step Description
O OO OO The special order item is entered onto a sales invoice.
Flag the item as a special order on the invoice (select Special Order from the S column).
O OO OO The Daily sales report is printed and day is finalized.
Finalize your day. This places the special order item onto the Special Order Pending List.
O OO OO A purchase order is created.
Use AutoPO to select the item(s) you want to order from the Special Order Pending List.
Add stock items to the order if desired.
O OO OO An order acknowledgment letter is sent to the customer.
Add the acknowledgment number to the PO and then click on print.
O OO OO The item is received into Inventory.
Receive the purchase order into inventory.
The customer is automatically added to the Reserved List for that item.
O OO OO The item is scheduled for delivery.
Contact the customer and schedule a time for delivery. Then add it to your delivery schedule in
Genesis (go to the Special menu). You can update your delivery schedule at any time.
O OO OO The item is delivered.
Use the Record Delivered Sales Invoices option to record the item as delivered in Genesis.
The customer is automatically removed from the Reserved List.
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Delivery Scheduling
Setting up your Delivery Schedule
You may define up to 25 delivery schedules in Genesis. A delivery schedule can represent a delivery truck,
delivery route, pickup schedule, etc.
Instructions
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Update Delivery Schedule.
3 Click on the Setup icon near the bottom of the window.
4 Complete the Schedule Setup tab (see instructions below).
5 Complete the Delivery Zone Setup tab (see instructions below).
6 Complete the Printing Options tab (see instructions below).
7 Click Save.
C Field Detail - Schedule Setup Tab
Track maximum deliveries by individual truck/schedule - Check this box if you
want to set a maximum number of deliveries that can be schedule for each indi-
vidual truck. A table will appear that allows you to enter the maximum number of
deliveries for each truck.
Require the Master Password to delete a scheduled delivery - Check this box to
prohibit a person from deleting a scheduled delivery unless they have the master
password.
Remind user to schedule delivery at P.O.S. - Check this box to have a message
appear while entering invoices to remind the user to schedule the order for delivery.
Delivery Times:
Increment between times on Schedule - Choose 15, 30, or 60 from this drop-
down list to determine what available time slots will appear on your delivery sched-
ules (e.g. 8:00, 8:30, 9:00 or 8:15, 8:30, 8:45, 9:00).
First available time on delivery schedule - Select a time from this drop-down list
to determine the first available time slot in your delivery schedules each day.
Last available time on delivery schedule - Select a time from this drop-down list to
determine the last available time slot in your delivery schedules each day.
Truck/Schedule Names - Assign a name to each delivery schedule to describe the
delivery schedule (e.g. Delivery Schedule, Pick-Up Schedule, Out-of-Town Deliver-
ies, Truck 1, Truck 2, etc.).
Maximum Number of Deliveries Per Day - If you did not check the box for Track
maximum deliveries by individual truck/schedule, then use this table to specify the
maximum number of deliveries you will allow on each day for your entire store (this
will prevent over scheduling while entering sales invoices). Type 0 next to any day
that will not be eligible for delivery scheduling (i.e. Sunday).
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C Field Detail - Delivery Zone Setup Tab
Zone Grid - The delivery zone grid consists of 20 lines, each representing a delivery
zone. You may specify up to 20 zip codes that are part of each delivery zone. Do not
use the same zip code on more than one line (delivery zone). This feature enables
you to sort your delivery schedule by these zones during printing. This is very useful
when you are using multiple delivery trucks and want to assign deliveries for specific
geographical areas to individual delivery vehicles.
C Field Detail - Printing Options Tab
Print a custom footer after each delivery on the schedule - Check this box to
have custom text print on Delivery Tickets. Then enter the custom text in the field
below. Examples of custom text might include basic delivery terms for your business
and a customer signature line.
Scheduling Deliveries
Creating a New Delivery
Genesis provides you with the ability to schedule customer deliveries and pickups. You can print delivery or
pickup, schedules for your delivery staff. Deliveries/pickups can be scheduled in two different places:
While entering sales invoices
1 Create a Sales Invoice as normal.
2 Click on the Delivery button from the sales order entry screen.
From the Special Options Menu
Note: This option must be used if the invoice has already been finalized.
1 From the ICS Main Menu, select Special from the menu at the top of the window.
2 Select Update Delivery Schedule. Note: This option may not be displayed if you have activated User
Based Password Protection in ICS Setup and are signed in under a user profile that does not have
permission to access this screen.
Instructions
1 Select a delivery truck/schedule from the drop-down list in the upper left corner of the window.
2 Select a delivery date by double-clicking on a date in the delivery calendar. You will be asked to search
for a customers invoice if you accessed delivery scheduling from the Special menu. If so, follow the
instructions on your screen to search for a customers invoice.
3 The Daily Schedule window will be displayed once you have selected an invoice. Click on the time
slot(s) you would like to reserve for your delivery (Tip: Hold the <CTRL> key on your keyboard while
clicking on time slots to select more than one). You must select contiguous time slots for a single
delivery. Genesis will not allow empty slots, or other customer deliveries, between your selections.
4 Enter any delivery instructions you desire. These instructions will print on the delivery schedule.
Example: Special directions to get to a customers house.
5 Enter an alternate amount you would like to print as the collection amount on the delivery schedule at
the Alternate C.O.D. Amount prompt. Leave this prompt blank if you want Genesis to print the
amount due on the invoice.
6 Click Save.
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Changing a Delivery
Changing Picking Locations for an Invoice
The picking location indicates the location in your business for an inventory item that is waiting to be deliv-
ered. The location will be on one of the 16 Genesis inventory locations that were determined during the
setup process in ICS Setup. You can change the picking location for an item any time prior to delivery of
that item by following these instructions:
1 Click on the date containing the previously scheduled delivery.
2 Right click on the date to display the Daily Preview window for that date.
3 Locate the customer in the list and then right-click on the customers entry.
4 Select Change Picking Locations from the pop-up menu. The Stock Pulling Location window will be
displayed.
5 Delete the quantity from its current location column and type it in the new location column.
6 Click Save.
7 Click on the close button (X) to close the Daily Preview Window.
Setting Up Delivery For Selected Items on An Invoice
1 Click on the date containing the previously scheduled delivery. Tip: Change the Starting Date to a
previous date to view deliveries from previous days.
2 Right click on the date to display the Daily Preview window for that date.
3 Locate the customer in the list and then right-click on the customers entry.
4 Select Change Picking Locations from the pop-up menu. The Stock Pulling Location window will be
displayed.
5 Locate the items in the stock location grid that will not be delivered on the currently scheduled delivery
date for this invoice. Change the quantities for these items to a negative amount (i.e. change a 1 to -1).
Items with a negative quantity are classified as being on delivery hold status. You can change the
quantities back to a positive amount at a later date when the items are ready to be delivered. Tip: Click
on a column header (0-15) to change all items in that location to delivery hold status.
6 Click Save.
7 Click on the close button (X) to close the Daily Preview Window.
Delivering an item from stock that was previously setup as a special order
These instructions apply if you havent already created the purchase order.
1 Click on the date containing the previously scheduled delivery.
2 Right click on the date to display the Daily Preview window for that date.
3 Locate the customer in the list and then right-click on the customers entry.
4 Select Change Picking Locations from the pop-up menu. The Stock Pulling Location window will be
displayed.
5 Locate the item in the stock location grid and increase the quantity in the appropriate location from
where the item will be picked.
6 Click Save.
7 Click on the close button (X) to close the Daily Preview Window.
8 Delete the item from the Special Order Pending list.
9 Manually add the customer to the Reserve List on the Item Master and reduce the in stock quantity.
Deleting a Delivery
1 From the Delivery Scheduling screen, click on the date containing the delivery you wish to delete.
2 Right-click on the date and then right click on the customers entry on the Preview window.
3 Select Delete This Delivery from the popup menu and then confirm your selection.
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Note: If the invoice is not yet finalized, you can change the delivery from the Sales Invoice Change area.
Previewing a Daily Delivery Schedule
1 Click on the date containing the previously scheduled delivery.
2 Right click on the date to display the Daily Preview window for that date.
3 Select to view the schedule by Customers or by Items at the top of the window. The item view can be
especially helpful when adding new deliveries to a particular day because it reveals what items are
already on the schedule and indicates the work load for that particular day.
4 Click on the close button (X) to close the Daily Preview Window.
Searching the Delivery Schedule
1 From the Delivery Schedule window, click on the Search button located in the upper right corner.
2 Select a truck or schedule to search by clicking on an entry in the 1. Select a schedule... list. You
may search through all of your delivery schedules by selecting <All Schedules> from the list.
3 Choose the criteria for your search from the 2. Select a Search Criteria list. You may search by Zip
Code, City, Last Name, Phone Number, Invoice Notes or Invoice Number.
4 Enter your keyword(s) at the appropriate prompt. For example, if you are searching by zip code, then
enter a zip code at the Zip Code prompt. Tip: You may also leave this field empty to ignore keywords
and locate all entries within your specified date range.
5 Select a range of delivery dates to include in your search. Selecting a narrow range of dates will result
in a faster search.
6 Click the Search button. A list of matching results will be displayed on your screen. Addtional options
are available if needed (see below).
Additional Options:
A) Sort the List - Click on a column header in the Search Results List to sort the search results by the
information in that column.
B) Print the List - Click on the Print button to print the search results to your default Windows printer.
C) Export the List to Microsoft Excel - Click the Export button to save the list to an Excel spreadsheet.
D) View an Original Sales Invoice - Right-click on an entry in the search results list and then select View
Original Invoice to view a copy of the customers original sales invoice.
E) Change the Picking Location - You can change the location where an item will be pulled from inventory
for delivery by right-clicking on an entry in the list and then selecting Change Picking Location from the
popup menu.
F) Update Delivery Instructions - You can update the delivery instructions for an entry in the search results
list by right-clicking on it and then selecting Update Delivery Instructions from the popup menu.
Print Delivery Tickets & Picking List
You can use this report to see deliveries scheduled in the future, or deliveries that have been completed in
the past (by changing the scheduled deliveries date on your screen). The delivery schedule can be used as
a picking report for your delivery staff. It is also useful as a routing sheet for deliveries.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Delivery Schedule tab.
4 A list of deliveries scheduled for the current date will appear. Select Print Delivery Tickets/Report and
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Print One Delivery Per Page and Print Picking List from the options on the right side of the window.
5 Click on Start Printing.
Additional Report Options:
List deliveries scheduled for any date by changing the date field near the top of the window.
Click on a column header to sort the delivery list by customer name, invoice number, zip code, time of
day, or delivery zone.
Use drag and drop to manually alter the order of your delivery list. To do this, click on a delivery, hold
down the left mouse button and drag the delivery to a new spot on the list. Release the mouse button.
View any original sales invoice in the delivery list by clicking on it with your right mouse button.
Print a single delivery ticket by clicking on a customer in the delivery list and then clicking on the Print
Selected Delivery button.
View the delivery schedule on-screen by checking the View Onscreen report option.
Include/exclude dollar amounts owed by each customer by clicking on the Show Dollar Amounts Due
report option. Be sure to select this option if you want to have COD amounts display on the report.
Exporting the Delivery Schedule to a Text File
You can export the deliveries for any particular day to a text file. This file will contain detailed information
about each item being delivered that day. You can use this information to print custom delivery labels, or to
export your delivery schedule to a third party mapping and routing program.
1 Launch the Inventory Control System.
2 Click on Printed Reports.
3 Click on the Delivery Schedule tab.
4 Select a date to display the delivery schedule for that date.
5 Click on Export To Text File. You will be asked if you want to include all line items with the exported
file. Select Yes if you want your exported file to include line items such as sales tax and miscellaneous
charges. Select No if you want your exported file to include only item masters.
6 A message box will appear indicating the name of the exported file (genesis.txt) and where it is stored
on your system.
Using Microsoft Streets and Trips With the Delivery Schedule
You can export the delivery schedule for any date into Microsoft Streets and Trips. You can then use some
of the features in Streets and Trips to print driving directions, maps and more. You must install Microsoft
Streets and Trips on your computer before attempting to use this feature for the first time.
Setup
1 Select Special from the menu at the top of the main ICS menu, then click on Update Delivery Sched-
ule and then the Setup button.
2 Click on the Streets and Trips Setup tab.
3 Select the correct location of the Streets and Trips program on your computer and click Save.
Instructions
1 Launch the Inventory Control System.
2 Click on Printed Reports.
3 Click on the Delivery Schedule tab.
4 Select a delivery schedule and a date for your desired schedule.
5 Click on the Microsoft Streets and Trips button at the bottom of the screen. Genesis will export your
delivery schedule into a spreadsheet named streets.xls. This file will be located in the same folder on
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your server as your other Genesis data files.
6 Genesis will automatically start Microsoft Streets and Trips and instruct it to import your delivery sched-
ule (streets.xls). Your company address (as entered for location 1 in the ICS Setup program) will be the
first location in the imported information. This will be the starting point for creating a route using the
routing tools in Microsoft Streets and Trips.
Record a Delivery
Instructions for Recording a Delivery were included in a previous section.
View Undelivered Items Report
This report lists all undelivered sales for a user-specified date range. This report provides a listing of all
items in your building that are sold, but have not been delivered. You can specify a date range, salesper-
son, sales location and other criteria.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Inventory Listings tab.
4 Select the Undelivered Items report option.
5 Enter your desired criteria.
6 Click on Start Printing.
Tip: Check the Completed Sales Ready for Delivery box to print a list of just the sales invoices where all
items are in stock, but none of the items on the sales invoice have been delivered. This is useful for situa-
tions where you are receiving special order items for a customer from several different sources but dont
want to schedule delivery until all of the items have arrived.
View Delivered Sales Report
You can view a list of all items delivered between a specified date range by running the Delivered Sales
Report. This report can be used as an audit trail of the merchandise delivered during each month.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports
3 Click on the Sales Analysis tab.
4 Select the Delivered Sales Reporting option.
5 Click on Start Printing. Tip: Check the Print Preview box before clicking on Start Printing to view the
report on your screen.
If you are working on a delivered accounting basis:
Run this report on the last day of the month. The total cost shown is the cost of goods sold amount that will
be posted to the General Ledger at month-end close in Inventory Control System. Note: The figures on this
report are not reset during the month-end closing process and will be available for review at any time.
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Accounting Functions
Finalizing the Day (Closing)
Finalizing your day is an important step you will complete at the end of each business day during the
normal course of business. It involves the process of printing your Daily Sales Report (DSR), balancing
your daily bank deposit amount, checking profit margins and ensuring your sales invoices and receipts
were entered correctly. All days in which any activity occurred, need to be finalized.
Instructions
1 Exit out of Genesis on all computers.
2 Click on Reports from the Inventory Control System Main Menu.
3 Click on Printed Reports.
4 The Daily Sales Report tab will appear. Select any desired report options.
5 Click on Start Printing button.
6 You will be asked if you want to finalize the days activity after the report is finished printing. Be sure to
review the report for accuracy (see below) before selecting Yes. If there are any mistakes, click on the
No button, correct the mistakes and then return and print this report again. Tip: Click on the Print
Preview option to view the Report on your screen and verify its accuracy without printing. Note: You
must print a hard copy of the report in order to finalize.
7 If you have enabled the Daily Accounting Update feature in ICS Setup, then you will also need to
complete the Posting Options screen which appears during the closing process. Select the correct
fiscal month and year and then click on Post. Note: The first time you finalize a day, you will also need
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to complete the setup tab on this screen. Select Combine all amounts to location 1 if you want the
totals from the Account Analysis Summaries for each location to be combined and posted to General
Ledger Location #1. The cost of goods sold entry is also combined if you choose this option. Also select
the account numbers for the cost of goods sold entry, which is the chart of account number for your
Merchandise Inventory and Cost of Goods Sold accounts.
Tasks Accomplished
The sales invoices are moved from the daily activity area into the history area. These invoice can no
longer be changed using the Change option in sales invoice entry. However, they can be viewed in
various parts of the system by using Mr. Know-It All. Finalizing an invoice will also allow you to deliver
the order.
The bookkeeping totals for the daily activity are permanently added to the month to date bookkeeping
totals which get posted to the General Ledger. These totals will get posted to the G/L either on a daily
basis or when you close the month, depending on how you set up Genesis.
The daily sales totals for your salespeople are permanently added to the month to date totals for sales-
people. Written basis only: The commissions for the sales invoices are added to the salespeoples
commission report.
Special order items are placed in the SO pending file for automatic purchase order creation.
The customers on your sales invoice are added to your mailing list.
The cash deposit amounts you specified in the ICS Setup program are automatically added to the Bank
Reconciliation screen in the General Ledger module.
The report is saved for future reference from the View a Previously Finalized Report button.
Checking your DSR for Accuracy
Check the following items on the Daily Sales Report before finalizing.
Check the Profit Margins on the Report - A gross profit margin is listed for each sales invoice. This profit
margin should be within acceptable ranges for your business. Erroneous profit margins are usually
caused by inaccurate item master landed costs or incorrect selling prices on the sales invoice. Make the
appropriate corrections and then reprint your Daily Sales Report. Bad profit margins can also be caused
by inaccurate pricing on your sales floor, or a salesperson simply selling an item for too little money.
These profit margins should not be corrected since they reflect the true activity in your business.
Tips for Correcting Profit Margin Mistakes:
What if my item master had the wrong cost on it when the sales invoice was entered?
1 Change the cost on the item master.
2 Use the Change option to display the sales invoice containing the item.
3 Reselect the item. Click on the department, manufacturer, and item number columns to reselect it.
4 Save the sales invoice.
What if the wrong selling price was entered on the sales invoice?
1 Use the Change option to display the sales invoice.
2 Change the selling price on the sales invoice.
3 Save the sales invoice.
Check the Bank Deposit total - The total amount of your bank deposit should match the amount for your
Cash In Bank account on the Account Analysis Summary Page. Use the amount in the BALANCE
column on the daily side of the report when checking this amount. You may need to combine totals from
more than one account if your bank deposit amount contains funds from several different G/L accounts.
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Credit Card Deposit - The total amount of your credit card deposit should match the amount in the credit
card section on the Payment by Type page of your Daily Sales Report. Use the amount in the BAL-
ANCE column on the daily side of the report when checking this amount.
Other $ Amounts - Other payment methods you specified when setting up the inventory system should
be checked and balanced using the method for checking the bank deposit and credit card deposit
totals.
Net Change to A/R - Run a manual adding machine tape on all sales invoices and payment on account
receipts that affect your accounts receivable balance. Your goal is to determine the net change to your
accounts receivable account balance as a result of the days activity. Compare the total on your adding
machine tape to the amount appearing in the Balance column on the Daily Sales Report for accounts
receivable. Use the amount on the daily side of the report when checking the total. For balancing net
change to the AR module, take the Total Balance amount from the Aged Customer report from the prior
day. Add to this the Daily Balance amount from the current daily sales report. Compare this figure to the
current days Total Balance on the Aged Customer report.
Creating a Miscellaneous Journal Entry
Journal entries can be created in the General Ledger Module at any time. However, if you want the journal
entry to be reflected on your Daily Sales Report, you can create the entry from within the Inventory Control
System Module.
Instructions:
1 From the Daily Sales Report Screen, click on the Misc. Bookkeeping Entries button.
2 Select a sales location for the entry from the Location drop down list.
3 Enter a description for the entry into the Description field.
4 In the first row of the table, select an account from your Chart of Accounts that you want to debit and
enter the amount as a postive number.
5 In the second row of the table, select an account from your Chart of Accounts that you want to credit
and enter the amount as a negative number. Note: You can enter additional debits and credits if
needed. Important: The total of all debits must equal the total of all credits.
6 Click Save.
Viewing a report from a previously finalized day
1 From the Daily Sales Report Screen, click on the View Previously Finalized Report button.
2 Double-click on the day you want to view.
3 The report will be displayed on your screen. Note: A letter will be appended to dates when a Daily Sales
Report is finalized more than once on a particular date. Each finalized report is a separate report in
itself. For example, if three reports were finalized on 09/01/2004, your list would have the entries titled
2004/09/01, 2004/09/01A, and 2004/09/01B.
4 When you are finished, click on the X in the upper right corner of the window to close it.
Adding sales to a day thats already been finalized
If the sales are part of your current month:
1 Change your processing date to the date of the missed sale.
2 Enter the sales invoices as normal.
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3 Finalize the day. Note: The sales invoices will be added to the history file for that date. You will now
have two printed Daily Sales Reports to keep for that day.
If the sales are not part of your current month but they are part of the current year:
If you have already closed the month containing the missed sales, follow these instructions.
1 Finalize all days for your current month.
2 At the end of the month, close the current month in ICS as usual.
3 Change your computer system date to the date of the missed sales. Note: Be sure NOT to enter any
new information for the current month until you complete these steps.
4 Enter the sales invoices as normal.
5 Finalize the day. Be sure to check the box to Include Department Summary on the report because you
will need these totals in a later step. Note: The sales invoices will be added to the history file for that
date. You will now have two printed Daily Sales Reports to keep for that day.
6 Close the month containing the missed sales. When closing, uncheck the box for Include Cost of
Goods Sold Entry.
7 Go in to the General Ledger and select the fiscal month containing the missed sales.
8 Click on Journal Entries and then New.
9 Enter a journal entry to reflect the cost of goods sold for the missed sales. You can get this amount from
the Daily Sales Report containing the missed sales, at the bottom of the section titled Written Sales
Totals. The total cost listed is the amount to enter on the journal entry. The following example shows
how this entry might look:
Debit Credit
Inventory 1,000
Cost of Goods Sold 1,000
If the sales are part of a past year that has already been closed in ICS:
Scenario #1 - ICS has been closed for the past year but the G/L has not been closed.
1 Finalize all days in the current month.
2 Close the month in ICS as usual.
3 Change your computer system date to the date of the missed sales. Note: Be sure NOT to enter any
new information for the current year until you complete these steps.
4 Enter the sales invoices as normal.
5 Finalize the day. Be sure to check the box to Include Department Summary on the report because you
will need these totals in a later step. Note: The sales invoices will be added to the history file for that
date. You will now have two printed Daily Sales Reports to keep for that day.
6 Edit the Item Master for each item included on the sales invoices to reduce the quantity in the MTD and
YTD sold fields by the appropriate amount.
7 Close the month in ICS containing the missed sales. Uncheck the box to Include Cost of Goods Sold
Entry.
8 Go in to the General Ledger and select the fiscal month and year containing the missed sales.
9 Click on Journal Entries and then New.
9 Enter a journal entry to reflect the cost of goods sold for the missed sales. You can get this amount from
the Daily Sales Report containing the missed sales, at the bottom of the section titled Written Sales
Totals. The total cost listed is the amount to enter on the journal entry. The following example shows
how this entry might look:
Debit Credit
Inventory 1,000
Cost of Goods Sold 1,000
Scenario #2 - ICS and the G/L have been closed for the past year.
In this case, you may want to include these sales in the current year since sales tax and income hasnt
accrued and your prior years are totally closed out. Just enter the sales into the current day and month and
continue as usual.
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Correcting a Duplicate Finalization
Once a day is finalized, the batch file containing the days sales is renamed and moved to the HIST folder
on your server, so the batch file is not waiting to be finalized anymore. However, if files are restored from
backup incorrectly, or if a computer crashes during the finalization process, it is possible to have the day
finalized, yet stil show the batch as waiting to be finalized. If this occurs, you can typically delete the
unfinalized batch file from the server and avoid any problems. However, sometimes the day is finalized a
second time instead, before realizing the mistake.
In order to correct the duplication resulting from finalizing a day twice, you have a couple of options. Before
proceeding, make sure you have a good backup of all your data (note: do not overwrite your only good
previous backup when you make this new backup).
OPTION #1: RESTORE
a) Restore from Backup - Restore all of your files back to the last good backup before the problem oc-
curred.
b) Remove History - Then remove the history file that was generated when you closed the day (note:
depending on how far back your backup was created, you may have more than one days history file to
eliminate). The history file for yesterday will be named MMDDYY.hst (e.g. August 14, 2007 will be
named 081407.hst) and will be located in the \Genesis\Hist folder on your server. You will also need to
remove the corresponding DSR and XLS files in the Hist folder (e.g. for August 14, 2007, they are
named DSR081407.dsr and DSR081407.xls).
c) Remove unfinalized data - Removed the file(s) containing the unfinalized days that have occurred since
the backup was created. For example, if you restored back to August 14, 2007, then you will need to
eliminate the daily files after that. These files will be located in the \Genesis folder on the server and will
be named MMDDYY.ics (e.g. to eliminate the unfinalized data for August 15, 2007, you would eliminate
the file named 081507.ics).
d) Reenter Data - Then reenter everything that has occurred since that backup was created and refinalize
the day.
OPTION #2: MANUAL ADJUSTMENTS
Manually adjust the areas where duplication is seen. Depending on when the problem occurred, you may
not have duplication in all the areas. Check each area and if no duplication is present, skip that step. Be
sure to make a backup of your existing data before proceeding (be sure not to overwrite your last good
backup when you do this - enable the option to backup to separate folders for each day of the week on the
setup tab of the Backup Utility).
a) DSR Bookkeeping totals - This amount can be seen on your daily sales report on the Account Analysis
Summary section. The MTD totals are what get posted to the G/L when you close the month if your
system is not setup to post daily. The Daily totals are what get posted to the G/L when you finalize, if
your system is setup to post daily. If the daily and MTD totals include the duplicated days amounts, you
can create a Misc. Bookkeeping Entry from the Daily Sales Report screen that reverse the amounts of
the duplication.
b) Customers AR totals - Go into the customers account with bookkeeping off and override on (do this in
AR Setup on the Supervisor tab) and adjust their balances on the main A/R screen and the history
screen to remove duplicates. Detailed instructions for this is located in chapter 8 in the User Manual
under Correcting Customer History.
c) Customers Invoices in History - If there are duplicate invoices in history, use the support program to
eliminate the duplicates. (Note: If you are using a version dated 6-13-07 or later you should use
support61.exe. If you are using a version dated 6-30-06 to 6-12-07, then you should use support5.exe).
This file is located in the c:\Genesis folder on your computer. Once you launch it, select Hist Invoices
(right side of window), then select the date. Your invoices for that date are listed and you can highlight
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the ones you want to remove and click on Remove Selected Entries. After removing the duplicates, go
back into the Inventory Control System, select Maintenance, then Advanced and then Rebuild the
Lookup Indexes.
d) Previously Finalized Report - Go to the Daily Sales Report area and click on View a Previously Final-
ized Report. If there is an extra report listed (it may have an A or B after the regular dated name), this
means the day has been finalized more than once. This is okay, unless one of them contains the
duplicated information. If it does, you can eliminate the duplicate report by removing the corresponding
file in the \Genesis\Hist folder on your server. The file will be named DSR081407A.dsr (substitute the
correct date where appropriate and substitute B for the A if appropriate).
e) Commission Report - If working on a written accounting basis, the salespeoples commissions are
posted to the commission report when you finalize the day. If the report has duplicates, you may use the
support program to eliminate.
f) MTD Salespeople Totals on DSR - There is currently no way to adjust these manually. These totals do
not affect the Commission Report and will be reset after you close the month.
g) Special Order Pending List - You can remove duplicates by bringing up the list (<ICS <Purchase Orders
<AutoPO <Special Orders), selecting a line item and clicking on the Delete button.
h) Bank Rec Entries - If your system is setup to post amounts to the bank rec in the G/L, check there and
remove any duplicates (<GL <Special <Bank Reconciliation). You can do this by Force Reconciling,
which just means you check all the duplicate entries only and then reconcile so they drop off the list.
i) Deposit amounts - If your system is setup to post payments from customers into a holding-type account,
check to make sure they are waiting to be deposited. This is found in the General Ledger, by going to
Special and then Make a Deposit Amount. If the amounts are not listed, you will need to create a
manual journal entry to account for the money going from your undeposited account to your actual
checking account.
j) Journal entries - If your system is setup to post to the G/L daily, then check in the General Ledger to
make sure the amounts were posted. If not, you can create the two journal entries manually. The
bookkeeping entry should reflect the balances in the daily column on the daily sales report. The cost of
goods sold entry should reflect the total cost amount on your delivered sales report for the day (if
working on a delivered accounting basis) or in the written cost totals on the DSR (if working on a written
accounting basis).
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DSR Sections Explained
Section #1: Detail of invoices and payments for the batch. This is always the first page(s) that prints. It
includes each invoice along with the customer name, the sales location, the items sold, the
location each item was pulled from inventory, each items department, manufacturer and
number, the selling price, item cost (landed), profit margin, commission percent and com-
mission dollar amount, and the bookkeeping totals (debits and credits) for each invoice.
Section #2: Recorded deliveries. This section will list out the deliveries that have been recorded since
the last time you finalized a day. It includes the customer name, invoice number, items
delivered and the bookkeeping totals (debits and credits) resulting from each delivery.
Section #3: Accounts Receivable Module and Miscellaneous Bookkeeping Entries. Entries that you
make through the Accounts Receivable Module (such as late charges, interest charges,
payments, etc.) will appear in this section. Miscellaneous bookkeeping entries that you
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make from the Inventory Control System (<ICS <Reports <Printed Reports <Daily Sales
Report <Misc. Bookkeeping Entries) will also appear here.
Section #4: Account Analysis Summary. This section contains your bookkeeping totals for the day as
well as your month-to-date bookkeeping totals. These amounts reflect the actual debit and
credit which get posted to the General Ledger module.
Section #5: Payments by Type. Each payment recorded through the Inventory Control System can be
classified as Cash, Check, M/C or Visa or as two other user-defined categories. This
section provides the totals for each category. This is helpful when you are balancing your
daily totals.
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Paying Commissions
Setting Up Your Commission Plan
Your commission plan was defined during the setup process from within the ICS Setup program. Please
refer to Chapter 4: Setting up Genesis.
How and When Commissions Get Calculated:
Commission amounts are automatically tracked by Genesis according to the commission plan you have
selected in the ICS Setup Module. As invoices are entered into the system, they are assigned to a salesper-
son. When you finalize your day, the commission amounts are added to the Commission Report based on
whether you are working on a Delivered or Written Accounting Basis.
Delivered Basis Commissions are added to the report after the items have been delivered to the
customer.
Written Basis Commissions are added to the report after the day that contains the invoice is finalized.
Commission amounts are never calculated on these types of transactions:
Sales Tax
Misc. Labor Charges
Delivery Charges
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Printing the Commission Report
When you are ready to pay commissions, such as at the end of a month or pay period, you can run the
Commission Report to get the commission amounts due to each salesperson. The Commission Report is
an excellent audit trail of each salespersons performance. This report can also be printed and made
available to each salesperson as a record of that persons performance and compensation.
This report provides a listing of sales invoices for each salesperson with commission information for each
invoice. The invoice number, customer name, delivery date, sale amount, tax amount, commission amount,
spiff amount, profit margin, and commission rate are listed for each invoice.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Commission Reports tab.
4 Select the salesperson for which you want to run the report from the first drop down list. Note: Select
All Salespeople to print the report for all salespeople, with sub totals for each.
5 Enter a date range for which to run the report.
6 Click on Start Printing.
Printing the Commission Report by Location
You must select the Include Item Detail option to print the Commission Report by location. Otherwise the
location selection panel will not be visible.
Fabric Protector Close Ratios
The Commission Report contains a performance ratio that indicates how often a salesperson adds fabric
protector to an eligible sale. A sale is eligible for fabric protector when one or more items on the sales
invoice have been marked as being eligible for fabric treatment. For example, a fabric protector close ratio
of 50% indicates the salesperson adds fabric protector to a sale 50% of the time when it could be added.
You must select the Include Item Detail option to view fabric protector close ratios for salespeople.
Note: Items eligible for fabric protection must first be activated in each items individual Master record. Also,
the fabric protector reminder option must be enabled in the ICS setup program before the reminder mes-
sage will appear at point of sale.
Paying Sales Taxes
Setting Up Your Sales Tax Rates
Your Sales Tax Rates were defined during the setup process from within the ICS Setup program. Please
refer to Chapter 4: Setting Up Genesis.
How Sales Taxes Are Tracked
As invoices are entered into the system, sales tax is calculated according to the options you setup within
the ICS Setup Module. These Sales Taxes are added to your Sales Tax Report, depending on whether you
work on a Delivered or Written Accounting Basis.
Delivered Basis Sales Tax are accrued and added to the Sales Tax Report when you record the
delivery of an invoice.
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Written Basis Sales Taxes are accrued and added to the report after the day that contains the invoice
is finalized.
Tip: Items that are entered onto an invoice after the sales tax line item is entered, will not be included in the
sales tax calculation. They are considered Non-Taxable.
Printing the Sales Tax Report
When you are ready to report and pay your sales taxes, such as at the end of the month, you can print the
Sales Tax Report to get a detailed listing of the sales tax you collected throughout the month.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Sales Analysis Reports tab.
4 Select the Sales Tax Report option.
5 Enter a date range for which to run the report. Select any other desired report criteria.
6 Click on Start Printing.
After printing the report, you can use the Accounts Payable module to create a vendor for your sales taxes
and enter the amount due as an invoice.
Bookkeeping Audit Trail
Genesis maintains an on-line audit trail by account number of every bookkeeping transaction created from
within the Inventory Control System. This audit trail is especially beneficial because it is not cleared during
the month end closing process. Note: Only information from finalized Daily Sales Reports will appear on the
Bookkeeping Audit Trail screen.
Instructions
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Bookkeeping Audit Trail.
3 Select a G/L account number from the pull-down list on your screen.
4 The activity for that account number during the last 30 days is displayed on your screen. You can
change the Beginning Date or Ending Date prompt to modify the information that appears on your
screen.
5 Click on Print to print a copy of your search results.
Three types of transactions will appear on the report:
Sales Invoices - Transactions appearing in the sales invoice detail section of the Daily Sales Report .
Delivered Sales - Transactions appearing in the Delivered Sales Totals portion of the Daily Sales
Report. These are sales invoices that are delivered using the Record Delivered Sales option.
Misc. Bookkeeping Entries - Transactions posted in the Misc. Bookkeeping Window. These amounts
appear in the Summary of A/R and Misc. Transactions portion of the Daily Sales Report.
Additional Options:
There are several other features you may use to maximize the use of the Bookkeeping Audit Trail option:
On-The-Fly Sorting - Click on a column header to change the order in which items appear.
Export to Excel - Click on the Export button to save a copy of your search results in a Microsoft Excel
spreadsheet file. Genesis will display the location and name of the disk file on your screen after it has
been created.
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Month/Year-End Reset
Each month, after you have finalized all days in that month, you will perform a Month End Closing in the
Inventory Control System. This accomplishes several tasks.
MTD sales totals on Item Masters are cleared and moved to the sales history for that month on each
Item Master (each Item Master contains a history of the number of units sold in each of the past 12
months which can be seen on sales analysis reports). Year to date sales totals on Item Masters are
reset only when you complete period end closing with the Year End Closing option selected.
A journal entry is posted to the general ledger if you are using the general ledger module (if you are not
setup to post daily). This journal entry contains the month to date totals in the balance column from your
Daily Sales Report. The amounts on this journal entry represent the total activity from completing each
days work in the system during the previous period.
A journal entry is posted to the general ledger to reflect the cost of goods sold during the previous
month (if you are not setup to post daily). If you are working on a delivered basis, the amount posted is
reflected on the Delivered Sales report. If you are working on a written basis, the amount posted is
reflected on your Daily Sales Report in the Department Summary totals.
Important: Make sure you close your month before finalizing any days in a new month. You can enter
invoices and payments into the new month, just dont finalize any days. Note: If you forget to complete your
Month End Closing, you cannot set the computer date back to the month-end and complete the closing.
This would result in inaccurate totals posting to the General Ledger.
Print your reports (or save them in the Report Warehouse) before completing the month end closing. The
month-to-date totals on some reports are cleared when you complete a period end closing. Other reports
are in real-time and only reflect data as it currently exists, even if you set your system date back. The
following reports are recommended:
A) Sales Analysis Report (<ICS <Reports <Printed Reports <Sales Analysis Reports).
B) Current Inventory Summary (<ICS <Reports <Quick Reports <Current Inventory Summary).
C) Accounts Receivable Report - If you are on a written accounting basis, print the Aging Report (<A/R
<Reports <Aging Report). If you are on a delivered accounting basis, print the Future Due Report (<A/R
<Reports <Future Amounts).
Instructions
1 Select Maintenance from the menu at the top of the Inventory Control System Main Menu.
2 Select Month or Year End Reset.
3 Click on Month End Closing to complete the closing for the month. Click on Year End Closing if you
are closing your fiscal year. Note: Performing the Year End Closing process will also complete the
Month End process at the same time.
4 Make sure the correct fiscal period is selected in the Fiscal Month and Fiscal Year lists.
5 Check the Post Closing Journal Entries to General Ledger box. Note: You will normally always
check this box, except when you initial enter your data before going live. This option enables Genesis to
automatically create journal entries in the General Ledger.
6 Check the box for Include Bookkeeping Totals from Daily Activity to post the MTD totals from your
last Daily Sales Report for the month to the General Ledger (recommended).
7 Check the box for Combine Totals from all Locations to Location 1. If you are only using one store
(G/L Location), then check this box.
8 Check the Include Cost of Goods Sold Entry box to automatically post the COGS amount for the
month to the General Ledger (recommended) and enter your account numbers for Inventory and
COGS.
9 Click Start to complete the period end closing.
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Checking The Closing History
View a history of when and how each closing was completed by clicking on the History button at the bottom
of the Month End Closing Window. You will see the date each closing was completed and how the journal
entries were posted to the General Ledger. Please note that Location 16 will appear in the history log
when you do not choose to combine all entries to location 1. This indicates that Genesis posted the entries
to the appropriate locations based upon your sales location selections when the original entries were made.
General Ledger Integration
The information in the Month-to-Date column on your Daily Sales Report reflects the amount that will be
transferred to the General Ledger at month end (or the amount in the Daily column if you are setup to post
bookkeeping to the G/L daily). Until then, you can refer to your Daily Sales Report or view the Bookkeeping
Audit Trail to determine the debits and credits to each G/L account. Or, you can check the Include MTD
totals on certain reports in the General Ledger to include all activity.
Comparing Sales Totals on Reports in Genesis
Different Genesis reports, such as the Delivered Sales Report, Commission Report, Daily Sales Report,
etc. are each designed to show you information about your business from different perspectives, so it is
common to have different totals (see the F1 help files for an explanation of the purpose of each report). The
totals on your reports may differ for a variety of reasons.
Why is the Sales Total on my Profit & Loss Statement (or Daily Sales Re-
port) different from Reports in ICS?
Date Discrepancies - The Sales Tax Report, Delivered Sales Report and the Commission Report will
include totals from items on the dates they were recorded as delivered. The Daily Sales Report will include
totals from items on the day they were finalized. The General Ledger and your Profit & Loss Statement
reflect totals from the Daily Sales Report, so they will also include the totals based on the day they were
finalized. Following are some examples of when date related discrepancies can occur:
1. If your system date is set to March 25 and you record the delivery of an invoice and then change your
system date back to April 10 and continue with business as normal, then that amount would be included
in Marchs totals on your Sales Tax Report but in April on your Profit & Loss Statement.
2. If you finalize a day while your system date is set to a different date.
3. If a day is finalized in a new month before closing the previous month.
4. If you finalize the day on March 31 and then record a delivery on March 31. The sales for that delivery (if
you are working on a delivered accounting basis) will appear on the next Daily Sales Report, which is
April 1. So they appear in the G/L for April but in Marchs totals on the delivered sales report.
Finding a Date-Related Discrepancy: If you wish to track down the specific date(s) on which sales totals are
different, compare reports on a daily basis until the discrepancy is found. Compare the total sales for each
day on your Daily Sales Report (Account Analysis Summary) to the total sales for the day on your Undeliv-
ered Items Report. To print the Undelivered Items Report, go to <ICS <Reports <Printed Reports <Inven-
tory Listings <Undelivered Items Report. Enter 0 for the salesperson and select Both for types of sales.
Postings from Other Modules - It is also possible for amounts to be posted into your sales accounts from
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other modules, depending on how your system is setup. These amounts would appear in the General
Ledger on your Financial Statements, but not on certain ICS reports.
1. If you post transactions to a customers account manually through the A/R module, these entries will
appear on your Daily Sales Report (if bookkeeping is on in A/R Setup), but not other reports in ICS.
2. Typically, you would never post an amount to your sales income account from the A/P module. How-
ever, you could erroneously select an incorrect account number when paying a bill.
Manual journal entries - Manual journal entries can also affect your sales account. These amounts would
appear in the General Ledger on your Financial Statements, but not on ICS reports.
1. Journal entries made in the General Ledger module will appear on your Financial Statements but not in
ICS.
2. Journal entries made in ICS (<ICS <Reports <General Reports <Daily Sales Report <Misc Bookkeeping
Entry) will affect your Daily Sales Report and Financial Statements but not other reports in ICS.
Income Account Ranges are Incorrect - The income accounts listed on your Profit & Loss Statement are
determined by the account ranges you have setup in G/L Setup. It is possible your range for income ac-
counts may not include all of the accounts that are being posted to in ICS. You can check this by first going
into ICS Setup, clicking on G/L Account Numbers and then write down each account number used for all
the different types of sales for each location (if amounts were posted into these accounts, then they will also
be appearing on your Daily Sales Report Account Analysis Summary page). Then go into G/L Setup, click
on Financial Statements and check to make sure that each of the sales account numbers you wrote down
are included in the income range on your Financial Statement setup. For example, you may have labor
charges and miscellaneous charges posting to different accounts than your furniture sales (<ICS Setup <G/
L Account numbers).
Month-End Closing Was Incorrect or Not Completed - Check your ICS closing entries (#80) in the
General Ledger and make sure that it reflects the totals in the MTD column of your Account Analysis page
on your Daily Sales Report for the last day of the month. Check each month in question. You can also
check your closing history to make sure each month was closed (and closed correctly) by going into ICS,
selecting Maintenance and then Period End Closing. From the closing screen, click on History.
Why is my Sales Total on My Sales Tax Report Different from other reports?
See above reasons under Why is the Sales Total on my Profit & Loss Statement (or Daily Sales Report)
different from Reports in ICS?
Multiple Tax Rates - If you receive the warning on the report about multiple tax rates, then the Total
Taxable Sales amounts on the Sales Tax report will be inflated. This happens when an invoice has more
than one tax line item on it.
Why is my Sales Total on My Commission Report Different from other re-
ports?
See above reasons under Why is the Sales Total on my Profit & Loss Statement (or Daily Sales Report)
different from Reports in ICS?
Split Sales - The sales totals on the commission report may be inflated if you do split sales, because they
will be listed more than once.
Non-Inventory Sales - The sales totals on commission report may differ from certain totals on other reports
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because it includes non-inventory items, such as miscellaneous, labor and delivery charges.
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Inventory Costing FAQs
Q. How does my Inventory G/L Account get updated?
A. Your inventory account is credited at the end of the month when you close ICS (showing inventory
decreasing as it is sold) and your inventory account is debited at the end of the month when you close
Accounts Payable (showing inventory increasing as it is purchased). These two entries create the amount in
your Inventory Account.
Q. How does Genesis calculate new costs when receiving?
A. When you receive an item into inventory, the system will adjust your landed cost for that item based on
the inventory costing method you have chosen in the ICS setup program. If you chose Weighted average,
then the system will recalculate your landed cost by averaging the cost of your current items in stock with
the cost of the new items being received. If you chose Replacement cost, the system will update your
landed cost field to match the cost of the new item being received. Whatever cost you have on the pur-
chase order when you receive it will be used to calculate the new landed cost.
Q. What if I dont know my freight charge at the time of receiving?
A. Sometimes you dont know the freight amount at the time of receiving. In this case, when you receive the
freight bill, you may need to manually update the landed cost field in the Item Master to ensure that the item
cost in the Inventory Control System is the same as what you actually paid.
Q. Why is the amount in ICS for my total inventory different from the amount In the General Ledger?
A. The amount in the Inventory Control System (ICS) reflects the Carrying Value of your inventory. The
amount in the General Ledger reflects the Book Value of your inventory. These amounts will almost
always vary due to changing costs. The following example shows how these amounts end up being differ-
ent.
Example using Replacement Cost
Cost Adjusted Total Total
Date When Qty Total Qty Cost of Carrying Book
Rcvd Rcvd Rcvd In Stock Each Value Value
Jan 1 0 $0 $0 $0
Jan 15 $100 2 2 $100 $200 $200
Mar 30 $105 1 3 $105 $315 $305
Example using Weighted Average Cost
Cost Adjusted Total Total
Date When Qty Total Qty Cost of Carrying Book
Rcvd Rcvd Rcvd In Stock Each Value Value
Jan 1 0 $0 $0 $0
Jan 15 $100 2 2 $100 $200 $200
Mar 30 $105 1 3 $101.67 $305 $305
As you can see in the two examples, your carrying value will usually be much closer to your book value if
you use the weighted average costing method. However, even with that method, the two amounts can vary,
due to rounding, human error and lack of accurate information at the time of receiving inventory. You can
create a journal entry to adjust the book value to equal your carrying value (see next question).
Q. How do I adjust my Book Value to equal my Carrying Value (Reconciling Inventory)?
A. A journal entry can be entered into the General Ledger to adjust your G/L Inventory account (book value),
so that it matches the Carrying Value that is reflected in the Inventory Control System. This is normally done
after you complete a physical inventory count so that your carrying value is as accurate as possible.
When determining the figure for the adjustment, you will also want to take into account the following:
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Reserved items - The Current Inventory Summary (<ICS <Reports <Quick Reports) is the report that
provides your current Carrying Value. If you are working on a Written Accounting Basis, then you should
NOT include reserved items when running this report. If you are working on a Delivered Accounting Basis,
then you should check the box to include reserved items when running this report.
Special Orders - If you are working on a Written Accounting Basis, then the cost of a sale is determined
when you write the sale. This causes the inventory balance in the G/L to be reduced by that cost even if you
havent received the merchandise yet.
Items in Transit - Transfer orders that have not been received contain items that are not included on the
current inventory summary. This would cause your carrying value to appear lower than it would if all the
intransit items were received into a location.
AP Invoices - When you enter invoices into A/P, you increase inventory in the G/L. If you havent received
that merchandise physically into stock yet, then this should be taken into account when reconciling. Like-
wise, any stock that you have physically received in the Inventory Control System, but havent entered the
A/P invoice for, would increase your Carrying Value but not your Book Value.
So, in order to reconcile your Book Value to your Carrying Value, you will need to combine the above
items to determine the Comparison Book Value which is then compared to your Carrying Value.
Book Value
+ Special Orders (items not received - only applicable if on a Written Accounting Basis)
- Items in Transit (items still in transit and not received into a location)
- AP invoices (entered in A/P but not physically received in ICS)
+ POs Received (purchase orders received into ICS, but not entered into A/P as invoices)
____________________
= Comparison Book Value
- Carrying Value
____________________
= Adjustment Amount
As an example, lets say you are working on a Written Account Basis and you show $470,000 in the Gen-
eral Ledger (Book Value) and $500,000 in the Inventory Control System (Carrying Value). The Special
Orders on order total is $45,000 and the A/P invoices entered but for which product has not arrived is
$20,000. By taking the G/L amount and adding in the special order amount you arrive at $515,000. If you
then subtract the A/P amount you get $495,000 for a difference $5,000. The $5,000 would be the amount to
use in your year-end adjustment.
A common way to handle the adjusting journal entry would be as follows:
Debit Credit
Inventory Account $5,000
Cost of goods sold* $5,000
* Or Inventory Adjustment account
Q. How do I know the total cost of adjustments made after a physical count?
A. Before you conduct a physical inventory, run an On-Screen Inventory Summary Report. Then after you
are through reconciling your inventory, run this report again. The difference between the total costs on the
report will be the total cost of the adjustments. Note: Be sure to check the option for including Reserved
Totals when printing this report.
If you have already completed your physical inventory and dont have the cost of your inventory prior to
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reconciling, any adjustments made to inventory quantities can be manually totaled by going into each Item
Master that was changed due to the physical count. In the case of a physical inventory count using bar code
equipment, a reconciliation report is printed which lists all the changes to your inventory quantities. In the
case of a physical count completed without bar code equipment, you will need to keep track of which
quantities you change manually (use the physical count sheets available in <ICS <Reports <Printed Re-
ports <Inventory Lists).
Q. When and how are profit margins determined?
A. Margins for a sale are determined at the time you create the sale (whether or not you are working on a
written or delivered basis). When you print your daily sales report at the end of each day, the margin for
each sale should be checked to ensure that costs and prices for each item have been entered properly. If
the landed cost for an item has not been entered into the Item Master by the time the sale is written, click
No so the daily sales report isnt finalized. Then go back into the item master and enter the costs, then re-
select the item on each open invoice and go back and finalize the daily sales report. Your margins should
now be correct and will be reflected accurately on your Daily Sales Report, Sales Analysis report and other
Genesis reports that list margins.
Q. When and how is Cost of Goods sold determined?
Depending on whether or not you treat freight as an asset or an expense, your Cost of Goods Sold will be
determined based on one of the following options:
Option #1 (recommended) - Genesis calculates Cost of Goods Sold for you automatically
This option allows you real-time access to your COGS amount and is performed by Genesis automatically.
To use this option, you will treat freight as an asset (part of your inventory account). The cost of goods sold
for an item sold is determined either at the time you write the sale (if on a written basis), or at the time of
recording the delivery (if on a delivered basis). When you create an invoice, your landed cost should be
correct on the item master in order for your margins to be reflected accurately (see previous question).
However, if you are working on a delivered basis, your landed cost wouldnt have to be entered into the item
master until the item is recorded as delivered, in order for your cost of goods sold to be calculated correctly.
Note: Whether you use a Written or Delivered basis, it is recommended to at least estimate the cost of an
item for which you may not know the exact cost. This often applies in the case of special orders. This helps
reduce the possibility of skewed margins on the Daily Sales and other reports.
The cost of goods sold amounts for each sale accumulates until you close the month in ICS (unless you are
setup to post daily in ICS Setup). The following example shows the typical bookkeeping entry made by
Genesis when you close the month in the Inventory Control System.
Debit Credit
Cost of Goods Sold $50,000
Inventory $50,000
Option #2 - You calculate your Cost of Goods Sold manually
If you treat freight as an expense, then you will need to calculate your cost of goods sold manually. When
you close the month in the Inventory Control System, be sure the box for Include Cost of Goods Sold
Entry is not checked. To get the needed figures to calculate COGS, follow these instructions.
1 Beginning Inventory Figure - At the beginning of the month determine your total inventory value by
going into <ICS <Inventory* <Reports <Printed Reports <Inventory Listings <Salesperson Stock report.
Include Out of Stock items and Reserved totals. The total at the bottom of the Current Inventory column,
plus the total of Reserved items combined, is the value of the Inventory at the beginning of the month.
2 Purchases and Freight - At the end of the month, go into the AP module and print an AP Distribution
report. Take the amount for Purchases and the amount for Freight. This will be the combined new
purchases and freight for the month to be added to the beginning inventory.
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3 Ending Inventory Figure - - At the end of the month, determine your total inventory value by going into
<ICS <Inventory* <Reports <Printed Reports <Inventory Listings <Salesperson Stock report. Include
Out of Stock items and Reserved totals. The total at the bottom of the Current Inventory column, plus
the total of Reserved items combined, is the value of the Inventory at the end of the month. This will be
the amount you subtract from the net to arrive at your cost of goods sold.
Beginning Inventory 100,000.00
Add Purchases 40,000.00
Add Freight 10,000.00
= Net 150,000.00
Net 150,000.00
Subtract Ending Inventory 80,000.00
= COGS 70,000.00
Note: Keep the ending inventory figure to use as next months beginning inventory figure.
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Switching from a Delivered to Written Accounting Basis
Switching from a delivered to a written basis will change the way Genesis handles the bookkeeping in ICS
and A/R from that point forward. If you choose to switch your Accounting Basis, be careful to follow the
procedures below to ensure all bookkeeping takes place correctly. Note: This switch should only be per-
formed at the end of the month.
Instructions:
1 Back up your system and keep the copy for future use if necessary.
2 Close the month in ICS.
3 Go into ICS Setup.
4 Left click on the Commission Plan button on left side of screen.
5 In lower left corner of screen that appears, left click on Written Basis.
6 Click on Save.
7 Exit out of ICS Setup.
What to watch for: Deliveries
Now that youve switched to a Written Basis, any invoice created BEFORE the switch will need to be
tracked and handled differently when recording it as delivered. Follow these instructions when recording a
delivery:
1 Make sure no one is using Genesis.
2 Go into ICS Setup and switch back to a Delivered Basis.
3 Go into ICS and record the delivery.
4 Go back into ICS Setup and switch back to a Written Basis.
Switching from a Written to Delivered Accounting Basis
Switching from a written to a delivered basis will change the way Genesis handles the bookkeeping in ICS
and A/R from that point forward. If you choose to switch your Accounting Basis, be careful to follow the
procedures below to ensure all bookkeeping takes place correctly. Note: This switch should only be per-
formed at the end of the month.
Instructions:
1 Back up your system and keep the copy for future use if necessary.
2 Close the month in ICS.
3 Go into ICS Setup.
4 Left click on the Commission Plan button on left side of screen.
5 In lower left corner of screen that appears, left click on Delivered Basis.
6 Click on Save.
7 Exit out of ICS Setup.
What to watch for: Deliveries
Now that youve switched to a Delivered Basis, any invoice created BEFORE the switch will need to be
tracked and handled differently when recording it as delivered. Follow these instructions when recording a
delivery:
1 Make sure no one is using Genesis.
2 Go into ICS Setup and switch back to a Written Basis.
3 Go into ICS and record the delivery.
4 Go back into ICS Setup and switch back to a Delivered Basis.
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Inventory Management Functions
Inventory Item Maintenance
Creating Your List of Manufacturers
Genesis allows you to select manufacturers from pop-up lists in several parts of the system. The manufac-
turer names that appear on those lists are maintained in the List of Manufacturers. The manufacturers
name, address, city, state, zip code and comments, will also appear on printed and faxed purchase orders.
Manufacturers must be entered into Genesis before inventory items can be entered.
Instructions
1 Launch the Inventory Control System.
2 The Inventory Control System (ICS) Main Menu will appear. Select Maintenance from the gray menu at
the top of the window.
3 Select Manufacturers and then select Add Change Delete.
4 A list of all your current manufacturers will be listed along with their contact information. Note: If you did
not receive a Data Disk with your manufacturers pre-loaded on it, your manufacturers list will be empty.
5 Each row contains a single manufacturers information. Complete the fields in each row with the
manufacturers normal lead time, address, phone numbers, contact information and comments. Refer to
the information below these instructions for additional assistance on the individual sections. Note: When
you enter your manufacturers for the first time, dont worry about entering them in alphabetical order as
you can sort the list later.
Additional Options:
a) Click on the Print button to print the list of manufacturers to your default printer.
b) Click on the Export button to export your list of manufacturers to an Excel spreadsheet. The file
name and location of the spreadsheet file will be displayed on your screen. You can then launch Excel,
open the exported file and use it as a typical spreadsheet. Note: You will need to unprotect the file in
order to edit it in Excel by clicking on Tools, then Protection and the Unprotect Sheet.
6 Click on Save.
7 A message will appear reading You will need to exit then restart the Inventory Control System for your
changes to take effect. Click on OK and then exit by selecting File from the gray menu at the top of the
window and then Exit. Re-launch the Inventory Control System.
C Field Detail - List of Manufacturers
Name - Type the manufacturer's name.
Lead Time - Type the average number of days between the time you order mer-
chandise from this factory, and the time the merchandise arrives at your store. The
lead time is one of the factors Genesis considers when calculating optimum reorder
points for inventory items. It is also used to automatically calculate the due date
when creating purchase orders.
Profit % (optional) - Enter the target profit margin for this manufacturer. This margin
can be used during item pricing functions, and can also be used to automatically
calculate the selling price for merchandise when it is received into stock. Note: To
use this feature, you must enable it in the ICS Setup module.
Freight % (optional) - Type the average freight percentage rate for this manufac-
turer. The rate you enter here will automatically appear in the freight calculator
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window when receiving a purchase order. It is also used to automatically calculate
the landed cost for an item master when creating a new item master.
Min Ord $ (optional) - Enter a minimum order amount in dollars for any manufac-
turer that has a minimum order amount. Leave this field blank if you do not want to
use the minimum order size management tools for this manufacturer. Warning
messages will appear at point of sale and when creating purchase orders if the
minimum amount is not met.
XChnge Rate (optional) - Enter a default exchange rate factor for this manufacturer.
It will be used to calculate the cost of an item in U.S. dollars when the item is pur-
chased in foreign currency. The cost of the item in foreign currency will be divided by
the number you enter in this column to arrive at the cost for the item in U.S. dollars.
Address - Type the address for this manufacturer.
City ST Zip - Type the city, state, and zip code for this manufacturer. Tip: The name,
address, city, state, and zip code appear on printed and faxed purchase orders.
Phone - Enter the voice phone number.
Fax - Enter the fax number you will use when faxing purchase orders to this manu-
facturer. A fax number is required if you plan to use AutoFax. You may omit the
dashes in the phone number if you desire since Genesis will ignore them. Be sure to
place a "1" in front of your fax number if the number being dialed is long distance.
E-Mail - Enter the e-mail address for the factory, or sales representative. This is the
address your e-mail documents will be sent to if you choose to e-mail purchase
orders and order status letters. Your entry in this column is not case sensitive. Make
sure that the address is formatted properly (e.g. name@domain.com).
Contact - Enter the name of your contact for the manufacturer. This will most often
be the name of your sales representative.
Comments - Enter a short message for the manufacturer to be included on pur-
chase orders that are printed, faxed or e-mailed. A typical message might be some-
thing link Ship iVia UPS or Do not ship until order is complete.
Sorting Your List of Manufacturers
This option alphabetizes your manufacturer list and then renumbers all of the appropriate information in
your system accordingly (such as sales invoices in history, open POs, item masters, etc.). This option will
change the number assigned to manufacturers so be sure this is acceptable before running this feature.
1 Select Maintenance from the gray menu at the top of the main ICS menu.
2 Select Manufacturers and then select Sort and Renumber.
3 IMPORTANT: Before continuing, make sure everyone has exited Genesis on each computer.
4 A message will appear reading You should backup your files before completing this operation. Would
you like to use Genesis Backup to make a backup copy of your files?. Click Yes or No depending on
when your last backup was performed.
5 A status bar will show you the progress and notify you when it is complete. Click OK.
Viewing Existing Items
Item Masters are permanent records which store information related to an inventory item and are accessed
by virtually every part of the Inventory Control System. They contain information such as the item number,
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description, department, manufacturer, raw and landed costs, selling prices, in-stock quantities and more.
The Viewing area allows quick access to inventory information for use by salespeople when working with
customers. Item information cannot be changed from this area.
1 From the ICS Main Menu, click on View Items button.
2 Click on the Items button.
3 All of your departments will be listed. Click on a department name to select an item within that depart-
ment. Tip: Hold the CTRL key on your keyboard while clicking on different department names to select
multiple departments.
4 All of the manufacturers that have items within that department will be listed. Double-click on a manu-
facturer name to select an item from that manufacturer.
5 The items from that manufacturer will be listed in alphanumeric order. Refer to the information below
these instructions for additional assistance on the information displayed on the screen.
6 When you are finished, click on the Back.
C Field Detail - Viewing Item Masters
Item Number - The manufacturers item number. Click on the item number to view
the picture of that item.
Item Photo - You can view the photo for an item by clicking on the item number. A
blank window will appear if the picture file has not been assigned. You may also
view photos by checking the box at the top of the window that reads Show Picture
Preview. This will display thumbnails of the pictures that you can click on to bring up
a larger image. Double-click on the picture to print a copy of the picture on your
printer. The picture file for the item must have been previously assigned to the item.
Description - The description for the item. Click on any item description to view the
extended description for that item.
In Stk - The number of units in stock, and available for sale (i.e. not reserved for a
customer). Click on this number and you can see where the items are located. For
example, you would see how many units are in your warehouse, and how many are
on the sales floor. The word Nailed may appear next to an item in the list. This
indicates that the last unit in stock for that item has been nailed down to the sales
floor, and cannot be sold. Nail down status is assigned to an item while creating or
changing an Item Master.
On ord - The number of units on order for stock. Click on this quantity to display the
expected arrival date of the items on order for stock. You will see a list of purchase
orders with the number of units scheduled to arrive on each date. Double click on a
purchase number to view a copy of the original purchase order along with any
receiving that has taken place for that order.
Spc Ord - The number of units on order for specific customers. These items are also
referred to as special orders. Click on this quantity to display the expected arrival
date for each special ordered item along with the customers name.
Sld YTD - The number of units sold during the current year. Clicking on the Sold
YTD quantity will automatically start The Archives program if it is installed on your
system. You will see the complete detailed history of each instance when the item
was sold. The units sold by location will be displayed if The Archives program is not
installed on your system.
Rsvrd - The number of units reserved for customers. These items are physically in
your store, but are not available for sale. Click on a quantity in the column to see a
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list of customers for whom the items are reserved, and the earliest date that one of
the items will be picked up by a customer.
Cost - The current landed cost for the item. The cost may be suppressed so that it
does not appear on this screen. You can do this in the ICS Setup program.
Price - The target selling price for the item. This is the price you have selected as
your default selling price in the ICS Setup Program (refer back to the section on
setting up your Inventory Departments for more information). Click on this field to
display the multi-tiered pricing information stored in the other pricing fields (you can
disable these other price fields from being displayed through the ICS Setup Module.
Lookup Items by Bar Code Number
You can find an item by entering its BCI number.
1 Click on View Items from the Inventory Control System main menu.
2 Right-click on the Fast Find Icon.
3 Check the BCI # option in the lower section of the window. Once you check this box, the BCI # field will
appear near the top of the screen.
4 Enter a BCI # and press the Enter key on your keyboard. If Genesis finds a match, it will display the
item in the middle portion of the window.
Item Masters
Creating A Single Item Master
1 From the ICS Main Menu, click on Item Masters button.
2 Click on New and then select your item entry method as Create Single Item Master.
3 Enter the new items information into the fields. Refer to the information below these instructions for
additional assistance on the individual sections.
C Field Details - Item Master
Department # - Enter the department number for the item (0-9) into the Department
# field. Alternatively, you can click on the Down-Arrow next to the Department #
field to bring up a list of your departments. Then just double-click on the department
you want. You can change this number to move an item into a different inventory
department at any time. However, if the item is currently on an open invoice
(unfinalized) or open purchase order, you will need to reinsert the item and resave
the invoice or purchase order. Note: The departments appearing here are the de-
partments you setup in the ICS Setup Module in an earlier step.
Manufacturer # - Enter the manufacturer number for the item as it appears on your
List of Manufacturers. Alternatively, you can click on the Down-Arrow next to the
Manufacturer # field to bring up a list of your manufacturers. Then just double-click
on the manufacturer you want. You can change this number to assign an item to a
different manufacturer at any time. However, if the item is currently on an open
invoice (unfinalized) or open purchase order, you will need to reinsert the item and
resave the invoice or purchase order. Note: The manufacturers appearing here are
the manufacturers you setup in the List of Manufacturers in an earlier step.
Item Number - (40 characters) Enter the item number supplied by the manufacturer.
You can use numbers or letters in this field. Include size, color, cover, finish, or style
information. However, avoid using descriptive information like sofa or chair as this
should be placed in the description field. The item number should be unique be-
cause the inventory system uses this field to distinguish one item from another.
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Description (35 characters) - Enter a description for the item (e.g. table, lamp,
chair). Click on the Down-Arrow button next to this field to enter an extended
description for this item.
How to write descriptions - It is important to be consistent in the spelling of your item
number and description entries. This will allow you to generate a variety of reports
for items with common words in the item number or description fields. Example: You
decide to dedicate a department to upholstered products. This department will
contain sofas, loveseats, and sleepers. You can produce sales and inventory reports
for just the items with the word loveseat in the description field. Note that the word
loveseat can appear anywhere in the description as long as it is spelled correctly.
User Defined Fields (20 characters) - Use these fields to describe aspects of the
item, such as fabric, color, grade or finish. Note: These fields will not appear until
you activate the feature in the ICS Setup module. The default descriptions will be
displayed for each field. You may override these descriptions by typing over them.
Using an Item Wizard for options - If you have previously setup Item Wizards, then
you can select information from them when completing the user defined fields.
Check this box, select the desired wizard and then click on the pull-down arrow next
to each user defined field to select an option. As you select the previously estab-
lished options, your item number, costing and pricing data will automatically update
(if entered on the Item Wizard).
Raw Cost $ - Enter the raw cost per unit for this item.
Landed $ - Enter the landed cost per unit for this item. You should enter a landed
cost on every item master even if you do not include freight charges as part of an
items cost (in which case you would enter the Raw and Landed Cost fields the
same). Genesis uses the landed cost to calculate inventory and sales totals on
printed reports. It is also used to calculate commissions in a variety of commission
plans. The landed cost is automatically updated when you receive a purchase order
into inventory using the costing method you selected in the ICS Setup program.
Sell $ - Enter the target selling price for this item. Genesis will automatically calcu-
late this amount using your target profit margin if you leave it blank when creating a
new item master. This field is automatically updated when you receive this item on a
purchase order using the target profit margins you specified in the ICS Setup pro-
gram. Click on the Down-Arrow button next to this field to enter prices into the
pricing window.
Freezing Item Master Selling Prices
Individual Item Master Selling Prices can be frozen so that they are not updated
during mass price updates or when receiving purchase orders. Click on the pull
down button next to the Sell $ field and select Freeze the Selling Price to lock the
price. You can unfreeze the selling price by clicking on the pull down button and
selecting Unfreeze The Selling Price.
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Using the Pricing Window
A detailed explanation of the pricing windows was provided during the section on
setting up Inventory Departments in the ICS Setup module. In review, remember that
you have four pricing fields that can be used for pricing your items:
Item Master Sell Price - Genesis automatically calculates this price for you, by
applying your margin to the items landed cost. This price fluctuates as you receive
merchandise into your warehouse as it recalculates based on new costs.
Pricing Window Price #1 - This price is determined by you and the system will not
change it unless you specifically instruct it to.
Pricing Window Price #2 - This price works the same as price #1.
Pricing Window Price #3 - This price works the same as price #1. Depending on
which fields you designated for what particular use during the setup process, be
sure to enter your prices here accordingly.
Date Sensitive Pricing (Dated selling price selection)
The pricing window also allows you to select a range of dates and Genesis will
automatically display your selected price only during your selected date range. This
is a fast and easy way to price sale items. Enter a date range and then click on the
drop down list and select the pricing field you wish to use during your specified date
range. The price will appear at point-of-sale, on the View Items screen and on the
Price List Report during the dates specified. You may also print price tags for your
date sensitive items.
Tip: An exclamation point will appear next to the $ Sell price whenever date
sensitive pricing is in effect for the Item Master currently displayed on your
screen. You can disable date sensitive pricing for the item be clicking on the
exclamation point.
Item Info Tab
Quantities Grid - Genesis tracks several different quantities for each item, in up to
sixteen different inventory locations. The locations are numbered 0 to 15 and appear
at the top of the grid. You dont have to use all of the locations. You can select
individual locations when printing reports, and hide the location detail if you desire.
In-Stock - This is the number of units in stock, and available for sale. It is updated
automatically by entering purchase orders and sales invoices. Receiving a purchase
order increases the number of units in stock (excluding special orders). Entering a
sales invoice decreases the number of units in stock (except for special orders).
Nail Down Feature - You can nail down a single in-stock item in each inventory
location. Nailing down an item prevents a salesperson from selling the item from that
location if only 1 unit remains in stock at that location. Click on an in stock quantity
with your left mouse button, and then right click on that same quantity to nail down a
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single unit. The quantity will be highlighted in gray once it is nailed down. You can
remove the nail down feature from a specific stock location by right clicking on the
appropriate in stock quantity.
On Order - The number of units on order for stock. Updated automatically by enter-
ing, receiving, and changing purchase orders.
Special Order - This is the number of units currently on order for specific customers.
Updated automatically by entering and receiving purchase orders.
Sold MTD - The number of units sold during the current month. This number is
updated each time you sell the item on a sales invoice. Genesis also retains the
number of units sold in each month for the current year. However, this information
cannot be changed, and is updated each time you perform a month end closing. You
can see the units sold each month only on sales analysis reports.
Sold YTD - The total number of units sold during the current year. This figure in-
cludes items sold from stock, and items sold via special order. This number is
updated only when you enter or change a sales invoice.
Sold SpecOrd - The number of units sold via special order during the current year.
This quantity is updated only when you enter or change a sales invoice.
In Transit From - The number of units in transit from one location to another. This
quantity is updated when you create or receive a transfer order.
Bar Code Number - When you create a new Item Master, Genesis automatically
assigns a bar code number to it. However, if desired, you can change the bar code
number to any combination of letters and numbers. This allows you to change the
BCI code on an Item Master to match a manufacturers preprinted bar code (i.e. a
UPC code). You can then scan preprinted barcodes at point-of-sale, or during
physical inventory counts. Double-click on the bar code number displayed in the
upper right corner of the Item Master screen. Then enter the new bar code number
in the window. Tip: You can also scan the bar code number from a bar code label
while this window is open if you have a bar code reader attached to your computer
via a keyboard wedge. This insures the bar code information is entered exactly as it
appears on the bar code label. Click on OK.
Item Statistics Tab:
Reorder Point - Specify your reorder point for this item here. This information is used
when automatically generating purchase orders. Note: If you have enabled the
Select locations during ordering and receiving feature in the ICS Setup Module,
then this field will appear below each location on the Item Info Tab.
Spiff $ - Enter a dollar amount to pay a salesperson each time this item is sold. This
amount is paid in addition to regular commissions. Spiffs are a valuable tool in
encouraging salespeople to sell specific items (i.e. close out items).
Height Depth Width - Enter the dimensions for the product (optional). Genesis will
use your entries to estimate the cubes for the product.
Cubes - Enter the actual cubes per unit (optional). Completing this prompt for each
item allows you to see the total number of cubes for a purchase order when creating
the order. This is helpful when you are trying to determine how much shipping space
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the items on a purchase order will require.
U.O.M. - Enter the unit of measure for this item (i.e. feet, each, etc.), or the minimum
purchase quantity for the item. This is an optional entry that can be helpful when
trying to determine how many units you should purchase.
YTD Profit $ - This is the gross profit in dollars for this item during the current year.
This amount is automatically updated by entering a sales invoice.
Last Sale - This is the last date this item was sold and is updated automatically by
entering sales invoices. Note: The date of last sale is not changed when an item is
returned to inventory on a sales invoice.
Last Recv Date - This is the most recent date this item was received on a purchase
order. This field is updated every time the item is received on a purchase order.
Options Tab:
This item can be treated with fabric protector - Select this option if the item can
be treated with fabric protector. Each time this item is entered on a sales invoice
Genesis will check to see if a fabric protector product has been added to the invoice.
A reminder message will appear on the screen if an eligible product is being sold
without a fabric protector (select "Fabric Protector" from the department smartlist on
the sales invoice screen to add a fabric protector item). The message appears when
clicking Save on the sales invoice screen and informs the salesperson that a fabric
protector product could be added to the sale. Tip: You can also assign a different
commission rate to fabric protector to encourage salespeople to add this high profit
item to a sales invoice. Note: The fabric protector reminder option must be enabled
in the ICS setup program before the reminder message will appear at point of sale.
This item has been discontinued by the factory - This option gives you the ability
flag discontinued items in the system. Genesis activates some special features for
discontinued items:
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Purchase Orders - Discontinued items will not appear on item lookup lists when
creating purchase orders.
Sales Invoices - Discontinued items that are out of stock will not appear on lookup
lists. In addition, discontinued items cannot special ordered on sales invoices.
Viewing Inventory - Genesis displays -Disc.- next to the item description for discon-
tinued items that are listed on the Viewing Inventory Items screen.
Pay an alternate commission for this item - This feature offers a great way to add
incentives to sell specific items. Genesis will pay the alternate commission amount
you specify here on this item, while paying the appropriate rates from your commis-
sion plan on the rest of the sales invoice. You may assign a percentage rate or a flat
dollar amount to each item. Note: This option will not appear unless you have
chosen the profit margin by ticket as your commission plan in ICS Setup and en-
abled the option for Individual Item Commission Override.
Prompt user for add-on items at point of sale - Check this box to activate the
Add-On feature for this item. The add-on items you enter into the table that appears,
will be presented to the salesperson when they place this item on an invoice. Select
the department, manufacturer and item by clicking on the drop down list in each field
(note: you must select them in successive order). Enter the number of units you
would like to sell and adjust the selling price (if necessary) for the add-on item. Tip:
To remove an add-on item, change the quantity to zero.
Creating Multiple Item Masters
1 From the ICS Main Menu, click on Item Masters button.
2 Click on New and then select your item entry method as Create Multiple Item Masters.
3 Enter the new item masters you want to create by specifying the appropriate information in each column
on your screen. Refer to the information below these instructions for additional assistance on the
individual sections (not all fields are available for entry using this method). Additional options include:
A) Automatically calculate landed cost - Select this option to have Genesis automatically com-
plete the landed cost column ($ Landed) after you type in a raw cost. The landed cost is calcu-
lated by referencing the current freight you have entered on the manufacturer list for your
selected manufacturer.
2) Automatically calculate selling price - Select this option to have Genesis automatically
complete the selling price column ($ Price) after you type in a raw cost. The selling price is
calculated by referencing your current setup information in the ICS Setup program for calculat-
ing selling prices. Your currently selected rounding and pricing options are displayed on the
screen for your convenience.
3) Column by column duplicating - Hold down the <CTRL> key and press the <Enter> key on
your keyboard to copy information from the field immediately above the one in which your cursor
resides.
4) Entering Extended Descriptions - The extended description for an item can be entered by left
clicking on the description for an item (to select it) and then right clicking on that same descrip-
tion. You can then enter the extended description for that item in a pop-up window.
5) Inserting a Line - To insert an empty line, left-click on the line below the location where you
want the empty line. Then right-click on it and select Insert an Empty Line.
6) Deleting a Line - To delete a previously entered line of informaiton, first left click on that line to
select it and then right-click on it to bring up a popup menu. Click on Delete the Current Line.
7) Paste Another Spreadsheet into this Screen - (see instructions below) You can copy and
paste information between fields by using the traditional Windows copy and paste combination
keys. For example, highlight an area with your mouse, hold down <CTRL> + <C> to copy the
highlighted data to the Windows clipboard, highlight an empty area, and then press <CTRL> +
<V> to paste the information from the clipboard.
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4 Click on Save.
Importing Item Masters - Paste from a spreadsheet
Genesis provides you with the ability to easily copy and paste data from the Windows Clipboard into Gen-
esis to create new Item Masters. This feature can greatly reduce the amount of time required to create new
Item Masters whenever a manufacturer provides item price lists in spreadsheet format, or any other format
that can be copied to the Windows Clipboard. Follow these instructions:
1. Locate the source of information for your new Item Masters. This will typically be an Excel spreadsheet,
a Microsoft Word document, or some other source of information that can be copied to the Windows
Clipboard using traditional Windows copy commands.
2. Select the source information using whatever means are appropriate in your application. Most Windows
programs will allow you to use the <Ctrl>+C keyboard combination to copy selected information to the
Clipboard. Consult the help instructions in your application for details about how to copy information to
the Windows Clipboard.
3. Start the Inventory Control System. Click on the Item Masters button pull down arrow, point to New, and
then select Create Multiple Item Masters from the pull down list on your screen.
4. Click on the option titled Paste another spreadsheet into this screen. Wait while Genesis prepares
the data entry spreadsheet.
5. You can now use a variety of methods to paste information from the Clipboard into the Genesis data
entry spreadsheet. In most cases you will select an area on the Genesis spreadsheet and then paste
the corresponding information from the clipboard into Genesis. Example: You have copied a column of
item numbers from a manufacturers spreadsheet and want to paste them directly into Genesis. Simply
highlight the rows in the item number column on the Genesis spreadsheet by dragging your mouse over
the rows in the item number column and then press the <Ctrl>+V keyboard combination to paste them
into Genesis. You can even copy several columns at once by copying multiple columns from your
manufacturers spreadsheet, selecting the corresponding columns in the Genesis spreadsheet (e.g.
item number and description) and then using the Windows paste command (<Ctrl>+V).
Genesis also provides you with a variety of advanced features to make importing data even easier
through a convenient pop-up menu. You can display this menu at any time while creating Item Masters
by right clicking on the Genesis spreadsheet. This will present a popup menu with the following options:
A) Select All Rows - Select all of the rows in one or more columns on the Genesis Spreadsheet.
Click on a column header to select all of the rows in a single column or click on any row in a column
and then select Select All Rows from the pop-up menu.
Selecting All Rows in Multiple Genesis Columns- Click on a column header to select all of the rows
in a single column or click on any row in a column and then select Select All Rows from the pop-up
menu. You can select all of the rows in several contiguous columns on the Genesis spreadsheet by
dragging your mouse over multiple columns while holding down your left mouse button. The pop-up
menu will appear when you release the mouse button. Choose Select All Rows from the pop-up
menu.
B) Copy To ClipBoard - Copy your selected information from Genesis to the Windows Clipboard.
C) Paste From Clipboard - Paste selected data from the Windows Clipboard into Genesis.Make sure
you have copied information to the Windows Clipboard from your manufacturers data and then
follow these steps:
1. Select corresponding rows and columns in the Genesis spreadsheet that match the information
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on the Clipboard. For example, select the Item Number and Description column if you have
copied Item Number and Description columns from the manufacturers spreadsheet.
2. Choose Paste From Clipboard from the pop-up menu.
D) Search and Replace - Find characters in the Genesis spreadsheet and replace them with other
characters. You may occasionally want to change information that you have pasted into Genesis
from a manufacturers spreadsheet so that it better fits the formatting conventions you use in your
store. For example, a particular manufacturer may use the word FLORAL to describe flower
arrangements but you prefer to use FLOWER for all these products so that you can use the
advanced word matching features in Genesis when producing reports. Genesis makes this easy:
1. Select any combination of rows and columns in the Genesis spreadsheet.
2. Choose Search and Replace from the pop-up menu. The Search and Replace window will be
displayed.
3. Enter the text you are searching for and the text you want to replace it with at the appropriate
prompts.
4. Click Go. Genesis will look for each occurrence of the text you are trying to find and replace it
with your replacement text. Here is an example based upon searching for the word SAND and
replacing it with BROWN:
Entry Before Search and Replace After Search and Replace
SAND BROWN
SANDSTORM BROWNSTORM
MIDNIGHTSAND MIDNIGHTBROWN
Note: You should always replace quotation marks ( ) and commas ( , ) with spaces if you plan
to export your data to text files. These characters can confuse other programs that try to import
your data.
E) Consolidate and Replace (Single Column) - Create a list of unique entries in a column and replace
each unique entry. This advanced method for searching and replacing allows you to complete a
search and replace operation for all of the entries in a column in a single step. For example, you
may have imported items with a variety of department codes. Use this option to change all of your
department codes in single step. Follow these instructions:
1. Copy information from the Windows Clipboard into the desired column of your Genesis spread-
sheet.
2. Select any number of rows in the imported column.
3. Choose Consolidate and Replace from the pop-up menu. The Consolidate and Replace
window will be displayed. The window will contain a consolidated list of the unique entries in
your selected column along with the number of times each entry was found in the column.
4. Type your replacement text next to each unique entry in the list. You can skip an entry simply by
leaving the replacement field text for that entry empty.
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F) Fill a Column With Text - Fill a column in the Genesis spreadsheet with any text you desire. This
option makes it easy to fill a selected area of your Genesis spreadsheet with a single piece of
information instead of repeatedly typing that piece of information. Examples might include entering
a single manufacturer number for every item in the spreadsheet or an identical cost for every item in
the spreadsheet.
1. Select any number of rows in a single column.
2. Choose Fill a Column with Text from the pop-up menu.
3. Enter your desired text and click Go.
G) Merge Columns Currently on the Clipboard - Merge two columns of data on the Windows Clipboard
into a single column and place the merged data on the Windows Clipboard. The item number field
on an Item Master typically contains a product number and any finish, fabric, or color information.
The product number and finish/fabric/color information is sometimes stored in separate columns on
price lists from manufacturers. You may want to merge the product number and finish/fabric/color
information into a single column before pasting it into the Genesis spreadsheet to maintain consis-
tency in your item numbering scheme. Genesis makes this easy.
1. Copy two adjacent columns of data from your source document (e.g. Excel spreadsheet) to the
Windows Clipboard.
2. Right click on any part of the Genesis spreadsheet and then choose Merge Columns Currently
on the Clipboard from the pop-up menu. The merge window will be displayed.
3. Click on the Paste button to paste the columns of information on the Windows Clipboard into
the merge window.
4. Before clicking on the Merge button determine what character should separate the merged
pieces of information. Genesis defaults to a blank space, but you can use any character you
desire by typing it at the separator character prompt. Click on the Merge button once you have
determined which separator character to use.
5. Click on the Paste button to copy the merged column to the Windows Clipboard.
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6. Select a any number of rows in a single column on the Genesis Spreadsheet.
7. Select Paste From Clipboard to paste your merged column into the Genesis spreadsheet.
Merging Columns That are Not Adjacent in Your Source Document- You can copy columns from
your source document that are not adjacent by simply copying and pasting one column at a time
into the merge window. Click on a column header in the merge window to select all of the rows
in that column and then use the <Ctrl>+V keyboard combination to copy the information in the
Windows Clipboard into your selected column.
6. Click on the Save button once you have completed the Genesis spreadsheet. Genesis will automati-
cally create new Item Masters for every entry in your spreadsheet. Landed Cost and Selling Price
information for the new items will automatically be calculated if you have selected the corresponding
pricing options on the import screen.
Special Considerations When Importing Items
Each new Item Master must contain a valid department number, manufacturer number, and item number.
Genesis will prompt you if any entry in the spreadsheet contains invalid information.
A) Department Numbers - Department numbers follow a x.x format. The department number is first
(0-9), followed by a period, and then the sub-department number (1-9). Use a 0 (zero), or omit the
sub-department entry if are not using sub-departments.
B) Manufacturer Numbers - Must be in the range from 1 to 999. Names are not acceptable. Use the
Fill column With Text option or the Consolidate and Replace option to replace manufacturer
names with the appropriate numbers from the manufacturer list before clicking Save.
C) Item Numbers - Item numbers must be less than 40 characters in length. Genesis will truncate any
item number that is longer than 40 characters.
Changing Item Masters
1 From the ICS Main Menu, click on the Item Masters.
2 Click on Change.
3 All of your departments will be listed. Double-click on a department name to select an item within that
department.
4 All of the manufacturers that have items within that department will be listed. Double-click on a manu-
facturer name to select an item from that manufacturer.
5 All of the items within your chosen department and by that manufacturer will be listed. Double-click on
an item number/description to select that item.
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6 The items current information will be displayed. Make any necessary changes. Important: Be careful
not to change the Item Number to duplicate an existing item number.
7 Click on Save button.
Deleting Item Masters
You may want to delete an Item Master from your system if the item is no longer providing relevant informa-
tion (i.e. old, discontinued merchandise). Genesis provides an easy way to remove these Item Masters from
your inventory. Please remember the following points when deleting Item Masters:
You cannot delete Item Masters with In Stock or On Order quantities greater than zero.
Deleting an Item Master permanently removes the item from current sales and inventory reports. The
item history that appears in customer lookup functions like Mr. Know-It-All is not affected.
You should reorganize the master files after deleting Item Masters. Reminder: You can Reorganize
Master Files by clicking on Maintenance and the Reorganize Master Files from the Inventory Control
Main Menu.
Deleting a single Item Master
1 From the ICS Main Menu, click on Item Masters.
2 Click on the Change.
3 All of your departments will be listed. Double-click on a department name to select an item within that
department.
4 All of the manufacturers that have items within that department will be listed. Double-click on a manu-
facturer name to select an item from that manufacturer.
5 All of the items within your chosen department and by that manufacturer will be listed. Double-click on
an item number/description to select that item.
6 The items current information will be displayed. Click on Delete.
7 Click Yes to confirm your choice.
Deleting many Item Masters at once (Mass Delete):
If needed, you can delete all items from a selected department that meet the following criteria.
The in-stock quantities in all locations must equal 0
The on-order quantities in all locations must equal to 0.
The reserved list for the item must also be completely empty.
This option should be used only after year end closing in the Inventory Control System has been com-
pleted. Important: Make backup copies of your data before running this program option.
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Item Masters.
3 Select Mass Delete.
4 A message will appear reminding you to make sure no one else is using Genesis while you perform this
action. Click OK.
5 Select your desired department from the list on the left side of the window.
6 Enter a desired cutoff date. Any items that have not been sold or received since your cutoff date will be
deleted.
7 Click on Delete.
Transferring Inventory Items
Genesis provides an easy method for transferring inventory within a store from one location to another. This
is useful when you are tracking inventory in multiple locations and move items between your sales floor and
warehouse, or between different warehouse locations. You can also transfer reserved merchandise (items
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already sold to a customer) to different locations using this same option. Tip: Transferring items between
stores (instead of between locations within a store) is best accomplished by selling merchandise between
stores on wholesale sales invoices. You can flag an invoice as a wholesale sale by clicking on Options from
the invoice entry screen and then checking the box next to Wholesale.
Transferring Inventory Items works similarly to ordering and receiving purchase orders. Once a Transfer
order is created, the items are held in an In Transit field until they are recorded as received in the new
location. Then they are removed from the In Transit field and placed in the In Stock field (or on the reserved
list if applicable) for that location.
Note: You can establish a separate password for the Item Transfer section of the software in ICS Setup.
Creating a New Transfer Order
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on New.
4 Select Stock Items from the Transfer options at the top of the window.
5 Choose the inventory locations you are transferring from, and transferring to, from the pull down menus
at the top of the window.
6 Enter the quantity you are transferring into the Qt field in the first row of the transfer table.
7 Select the department, manufacturer and item you are transferring.
8 Enter a comment if desired.
9 Repeat steps E through H for additional items you are transferring.
10 Click on Save.
Instructions For Transferring Reserved Items:
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on New.
4 Select Reserved Items from the Transfer options at the top of the window.
5 Choose the inventory locations you are transferring from, and transferring to, from the pull down menus
at the top of the screen.
6 Enter the quantity you are transferring into the Qt field in the first row of the transfer table.
7 Select a department and manufacturer.
8 Any items that are on reserve for your selected department and manufacturer will be listed. Double-click
on the item to transfer it.
9 Click on Save.
Instructions for creating Floor Stock Transfer Order
Use this feature to automatically transfer items that need to be brought to the sales floor. You can also print
price tags for your transferred items from the Price Tag area.
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on New.
4 Choose the inventory locations you are transferring from, and transferring to, from the pull down menus
at the top of the screen.
5 Select Floor Stock from the Transfer options at the top of the window and then click on Show Items.
6 A list of items that are in stock at your selected From location but that are not in stock at your selected
To location will appear. Select the items you would like to transfer and click OK. Note: You may also
click on the Print button to print the list.
7 Click on Save.
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Changing a Transfer Order
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on Change.
4 Double-click on the Transfer Order you want to change.
5 Make any desired changes.
6 Click on Change.
Printing a Transfer Order
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on Change.
4 Double-click on the Transfer Order you want to print.
5 Click on the Print button.
6 Select any desired printing options:
A) Include Item Costs - Check this box to include the items cost on the printed version.
B) Include Comments Information - Check this box to include the transfer orders comments on the
printed version
7 Click Continue.
Receiving a Transfer Order
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on Receive.
4 Double-click on the Transfer Order you want to receive.
5 Click on Zero Quantities if you are receiving the entire transfer order. If you are only receiving part of the
items on the order, change the quantities for each item to reflect the quantity that is still in transit.
6 Click on Receive.
Deleting a Transfer Order
1 Select Special from the menu at the top of the ICS Main Menu.
2 Select Transfer Inventory Items.
3 Click on Delete.
4 Double-click on the Transfer Order you want to delete.
5 Click on Delete.
Printing a List of Transferred Items
You can print a list of the items you have transferred. This is a convenient audit trail for checking the accu-
racy of your work.
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1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Select Item Master Listings and then Item Transfer List option.
4 Click on Start Printing.
5 You can optionally clear the contents of the Item Transfer Report by clicking on Clear The List. This
allows you to start with a clean slate the next time you transfer items between locations.
Printing tags for Transferred Items
You can print price tags for all of the items on a transfer order. Before doing this, you must setup your price
tag printing formats and printing preferences. Please refer to the section on Printing Price Tags on page #.
Then you can follow these instructions to print the tags.
1 Click on Item Masters from the ICS Main Menu.
2 Click on Tags.
3 Select the Transfer Orders option.
4 A list of current transfer orders will be listed. Click on the order for which you would like to print tags.
5 Click on Print Tags.
Using Groups
Genesis gives you the ability to assemble existing individual Item Masters into an Item Master Group. Item
Master Groups can greatly speed the process of entering information on a sales invoice by allowing you to
place several items on a sales invoice by selecting a single group name from a pop-up list.
Important: Including an Item Master in a group does not affect the individual Item Master in any way. Item
Master Groups are simply tools that can speed data entry on sales invoices, or facilitate group pricing on
your sales floor.
Creating a New Groups
Decide which items you would like to include in your group and then follow these steps:
1 Click on Item Masters from the ICS Main Menu.
2 Click on Groups
3 Click on New.
4 Enter a name for the Item Master Group you are creating in the first field. Tip: When entering sales
invoices, your group list will be presented in alphanumeric order. You may want to start each group
name with the first four letters of the main inventory department for the items in the group. This will
make sure groups in common departments are listed next to each other when you access the group list
during sales invoice entry.
5 Type a quantity in the Qt. Column for the first item in your group.
6 Press the TAB key to move to the Dep column. Select a department, manufacturer, and existing item
from the pop-up lists on your screen.
7 You can enter the selling price for the group using either of these methods:
a) Selling Price on One Item - Put the selling price for the entire group on the first item in the group.
You will need to use the distributed pricing option during sales invoice entry if you use this option.
b) Selling Price on Each Item - Decide the individual selling price for each item as you are setting up
your Item Master Group. Make sure to type the selling price next to each item in the Price Each
column. This is the preferred method for pricing a group.
8 Click on Save to save your Item Master Group.
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Changing a Group
1 Click on Item Masters from the ICS Main Menu.
2 Click on Groups.
3 Click on Change.
4 Click on the Down-Arrow button to display a list of groups.
5 Click on a group name to select it.
6 Change any part of the group you desire.
7 Click on Save.
Deleting a Group
1 Click on Item Masters from the ICS Main Menu.
2 Click on Groups.
3 Click on Delete.
4 Click on the Down-Arrow button to display a list of groups.
5 Click on a group name to delete it.
6 Confirm your selection by clicking on Yes.
Using a Group on a Sales Invoices
Select Item Groups from the department drop down list on the sales invoice creation screen. Then select
the desired group from the list.
Bar Codes for Item Groups
Genesis will automatically create and maintain a bar code number for each item group. This bar code is
printed on group price tags when you choose to print price tags for item groups. You may use the Mini
Scanners to scan group bar codes when creating a sales invoice, purchase order or transfer order by
clicking on the Qt column header after you have attached the reader to your computer and selected that
option in ICS Setup. Genesis will automatically enter all of the items in the group onto your document.
The Item Group Report
You can print a list of all your groups from the General Reports Item Master Listings area. Genesis stores
the total current cost of the items in a group when you create or change a group. The Item Group Report
will compare the current total cost of the items in a group based upon current Item Master costs against the
total cost of the items when the group was created or last changed. Any difference is highlighted on the
report so that you can immediately update pricing on the affected group in order to protect profit margins.
Item Wizards
An Item Wizard allows you to set up a basic frame, or style, and then specify a variety of options that can
be added to the item (e.g. fabrics, grades). You can assign costs to each option so that Genesis can accu-
rately price items that are created with the Item Wizard. These options can be selected on the fly while
viewing an item, or creating a new Item Master.
Creating
1 Click on Item Masters from the ICS Main Menu.
2 Click on Wizard.
3 Click on New.
4 The Item Wizard will be displayed. Complete the fields. Refer to the information below these instruc-
tions for additional assistance on the individual fields.
5 Click on Save.
C Field Detail Item Wizard Screen
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Mfg - Click on the pull down button to select the manufacturer from a list.
Frame - Enter a frame, or basic style number. This will typically not include color or
finish information. This entry can consist of letters or numbers.
Description - Enter a description for the frame (i.e. sofa, table, etc.).
Raw Cost $ - Enter the base cost for the frame/style without freight costs.
Freight % - Enter the approximate freight rate you expect to pay when receiving this
item. The freight rate will be used in calculating the landed cost and the selling price
for the item combination selected when using an the item wizard.
Profit Margin - Enter the profit margin percent you would like to achieve for this
frame/style (i.e. 42.00).
Show Cost During Lookup - Check this option if you would like the raw and landed
cost information to appear on the Item Wizard screen during item lookups.
Option Titles - These are the 4 blank panels above the grid on your screen. Each
panel corresponds to the 4 option columns for the Item Wizard. Enter a brief de-
scription for the type of information you will be entering in each column. For ex-
ample, if the first column of options for this Item Wizard will be fabrics, enter a title of
Fabric. Note A title is required for any options column you wish to use.
Option Grid - Enter up to 150 options in each column. Enter the raw cost associ-
ated with each option. Example: You are using the first column for fabric colors.
Enter fabric names in the first column and the upgrade charge for each fabric in the
adjacent $ Cost column.
Separator Characters - Type the characters you would like to appear between each
option in the Item Number created with the Item Wizard. In the example above, a
dash will appear between SAMPSON-S and any fabric selected for the item (i.e.
SAMPSON-S-CORAL).
Copying Data from one Wizard to another:
1 Click on Item Masters from the ICS Main Menu.
2 Click on Wizard.
3 Click on Change.
4 Click on the Down-Arrow to display a list of existing Item Wizards. Click on an item to select it.
5 Hold down your left mouse button and then drag the pointer to select any range of columns and rows in
the Item Wizard setup grid. Release the left mouse button after making your selection.
6 Right-click on the highlighted area and then select Copy selected information to other item wizards
when prompted. A list of existing Item Wizards will be displayed on your screen.
7 Select any combination of Item Wizards from the list. Use the Ctrl key while clicking on items in the list
to select multiple Item Wizards.
8 Click Save to copy your highlighted information to the selected Item Wizards in the list.
Note: You can also use standard Windows copy and paste keyboard shortcuts to copy information from one
Item Wizard to another. Use your mouse to highlight a range of cells in the option grid and then hit CTRL+C
on your keyboard to copy that information to the Windows clipboard. Highlight the same area of cells on a
new Item Wizard with your mouse, and then hit CTRL+V on your keyboard to copy the information from the
Windows clipboard into your Item Wizard.
Changing
1 Click on Item Masters from the ICS Main Menu.
2 Click on Wizard.
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3 Click on Change.
4 Click on the Down-Arrow to display a list of existing Item Wizards. Click on an item to select it.
5 Make any desired changes.
6 Click on Save.
Deleting
1 Click on Item Masters from the ICS Main Menu.
2 Click on Wizard.
3 Click on Delete.
4 Click on the Down-Arrow to display a list of existing Item Wizards. Click on an item to select it.
5 Confirm your selection for deletion by clicking on OK.
Using the Item Wizard to create an Item
When creating a new Item Master, click on the down-arrow next to the item number field to activate the Item
Wizard process. Item Masters can be created from the Item Master menu, or when creating a new invoice
or new purchase order.
Mass Price Updates
Genesis provides you with three easy ways to update the selling prices on your item masters:
Mass Update - Update the target selling price, or pricing window prices, by selecting a combination of
departments and manufacturers. All of the items for your selected department(s) and manufacturer will be
updated. This is great way to reprice your items for special promotions. This method also provides you
with the opportunity to adjust the item costs using a flat percentage rate (convenient when you receive an
across the board price increase from a manufacturer).
By Item - The items from a department a displayed in a list on your screen. You will provide a profit
margin and freight rate. Genesis then automatically updates the selling price for each item on the screen
when you change the cost for an item on your screen. This method makes it easy to change item prices
after your receive a new cost list from a manufacturer.
For Selected Items - Select a range of items from a list on your screen and then automatically reprice
those items.
Instructions For Mass Update of Prices
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Item Masters.
3 Select Reprice Item Masters.
4 Select Mass Update.
5 Select the price you want to update:
a) Item Master Price - Change the $ Sell price that appears on each item master. This is the price that
appears on the sales invoice entry screen, and when viewing inventory item levels.
b) Extended Prices (Pricing Window) - Change the pricing cost and the prices that appear in the
pricing window.
6 Click on the Adjust item costs before updating prices option if you want Genesis to calculate a new
raw and landed cost for each item before calculating the selling price. A prompt asking for a percentage
rate will appear on your screen. Enter the percentage rate you would like to use at this prompt. Ex-
ample: You would like to increase the raw and landed costs on your items by 3% to reflect a price
increase of 3% from the factory. Enter 3 at the Add... % prompt.
7 Choose your pricing options. The options you can choose from will depend upon the price you have
selected for updating:
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a) Item Master Price Options
- Landed Cost or Raw Cost - Select the cost that Genesis will use in calculating the new selling
prices.
- Round Price to Nearest $ - Check this option to round your price to a certain number. Enter a 0 to
ignore this feature. Example: Enter 7 at this prompt and all of your selling prices will be rounded
to a number ending with the digit 7 (i.e. 165 becomes 169).
- Add ?? Cents to Each Price - Genesis normally does not calculate cents when completing a mass
update of prices. However, you can make each price end with a specific number of cents by
completing this prompt. Example: Enter 88 at this prompt and every price will end with .88.
- Profit Margin - Enter the profit margin you want to use when calculating the new price. The profit
margin is applied to landed cost when calculating the new price.
b) Extended Prices Options
- Pricing Cost Equals... The pricing window contains a pricing cost field. This pricing cost is the dollar
amount you will use when calculating the new selling prices. Click on Landed Cost to set the
pricing cost equal to the item master landed cost. Click on Raw Cost to set the pricing cost equal
to the item master raw cost. Click on Dont Update to leave the pricing cost unchanged.
- Price #1, Price #2, Price #3 - Enter the profit margin you would like to use when calculating the
price for each pricing level.
- Round Price to Nearest $ Check this option to round your price to your specified number. Enter 0
for any price level to shut this feature off. Example: Entering 9 for a rounding number causes
166 to be rounded to 169.
- Commission Rate - Complete this column only if you have selected Each Items Profit Margin for
your commission plan in the ICS Setup program. Enter the commission rate that will be paid
when the profit margin for each pricing level is met or exceeded when the item is sold. Only one
commission rate is paid per item. The lowest commission rate should be assigned to pricing level
#1, and the highest commission rate should be assigned to pricing level #3. A commission
amount will not be paid if the item is sold at a profit margin below the margin entered in pricing
level #1. Tip: Complete just the profit margin prompts if you want to adjust margins and prices,
but not commission rates. Conversely, complete just the commission rate prompts if you want to
adjust commission rates, but not margins and prices.
8 Use the Master Selection window to choose any combination of departments and manufacturers.
9 Click Start Pricing to change the item prices.
Instructions for Updating By Item
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Click on Item Masters.
3 Select Reprice Item Masters.
4 Select By Item.
5 Select a department from the pull down list in the top left corner of the screen.
6 Complete the Costing and Pricing Options prompts:
a) Freight Rate% - Enter a rate between 1 and 99.99 for your freight charges. Genesis will use your entry
to calculate a freight amount as a percent of the raw cost. The freight amount is then added to the raw
cost to arrive at a new landed cost.
b) Profit % for Retail Prices - Enter a profit margin to use when calculating retail prices. The retail price is
based upon the landed cost for each item.
c) Round Price to Nearest ___ - Enter a digit between 1 and 9 to round each price to that digit. Example:
Enter a 9 to round prices to the nearest 9 dollars ($166 would round to $169). Enter a zero at this prompt
to shut off rounding.
d) Add ___ cents to $ Price - Enter a number between 1 and 99 to append that amount in cents to each
price. Example: Entering 88 at this prompt will cause every price to end with 88 cents. Enter a zero to
shut off this feature.
7 Click on the raw cost, or landed cost, for the item you want to change. Type in the new dollar amount and
press enter. Note: Changing the raw cost will not update the landed cost and selling price unless you
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have entered a freight rate at the Freight Rate % prompt.
8 Click on the Save button after you have completed all of the changes desired.
Instructions For Updating Selected Items
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Item Masters.
3 Select Reprice Item Masters.
4 Select By Item.
5 Select a department from the pull down list in the top left corner of the screen.
6 Complete the Costing and Pricing Options prompts (see instructions above).
7 Click on the first item in the list you would like to update. Hold down your left mouse button and drag the
pointer to the last item you want to update. Release the mouse button.
8 Genesis will ask if you want to update prices for the selected items (which are now highlighted in black).
Click Yes to update your prices.
9 Click on Save after you have finished updating all of the desired prices.
Foreign Currency Manager
This new option allows you to easily update item costs whenever exchange rates or item costs change. You
can now assign a foreign currency type to Item Masters and then update costing information for all items in
a common currency type with just a couple of mouse clicks.
Setting Up the Foreign Currency Manager
You must enter the types of foreign currencies you deal with and the associated exchange rates before
using the Foreign Currency Manager features for the first time. Follow these steps to setup the Foreign
Currency Manager:
1 Click on Maintenance, select Item Masters, then Reprice Item Masters and then click on Foreign
Currency Manager.
2 Click on the Setup tab to display the setup options for the Foreign Currency Manager. Enter the foreign
currencies you wish to manage and the associated exchange rates for those currencies. The foreign
cost for an item is divided by the exchange rate to arrive at the current local cost for the item. Several
options are available when Genesis automatically updates the item costs:
Update the Exchange Rate on Each Item- The current exchange rate is stored on each Item Master.
Select this option to have Genesis automatically update the exchange rate on each Item Master so that
it matches your setup table after applying changes with the Foreign Currency Manager.
Update the Foreign Cost on Each Item- You can change the foreign cost on your item masters while
using the Foreign Currency Manager. Select this option to instruct Genesis to save any changes to
foreign costs that you make while using the Foreign Currency Manager screen.
Update Raw Cost on Each Item- Select this option if you want Genesis to divide the foreign cost on
each item by the appropriate exchange rate for that item and store the result in the raw cost field (when-
ever you use the Foreign Currency Manager). The raw cost field is an ideal place to store the factory
cost for an item in your local currency since it is not updated during the receiving process.
Update Landed Cost on Each Item- Select this option if you want Genesis to divide the foreign cost
stored on each item by the appropriate exchange rate for that item and store the result in the landed
cost field whenever you use the Foreign Currency Manager.
Apply Freight Charges when Adjusting Landed Cost- This option is used in conjunction with the
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option titled Update Landed Cost on Each Item. Genesis will retrieve the freight rate for the manufac-
turer of each item and then adjust the landed cost by that freight rate. This is useful for maintaining a
reasonably accurate estimate of the landed cost for each item in your local currency.
Selecting A Foreign Currency For Each Item
You will need to assign a foreign currency type to the items you want to update with the Foreign Currency
Manager. Follow these steps to assign a foreign currency to an item master:
1 Click Item Masters and then click on the Change button. Take the necessary steps to display an item
master on your screen.
2 Click on the Statistics tab and then select a type of currency from the Foreign Currency drop-down list.
3 Enter the cost for the item in the appropriate foreign currency at the foreign cost prompt
4 Click on the Save button to save your changes or click on a spin button in the upper right corner of the
screen to save the item and continue with the next item master.
Updating Local Costs With The Foreign Currency Manager
You can quickly and easily update local costs for your items whenever exchange rates or foreign costs
change. Follow these steps:
1 Click on Maintenance and select Item Masters, then Reprice Item Masters and then click on Foreign
Currency Manager.
2 Select a foreign currency. All of the items in that currency will be displayed. The costs displayed on your
screen have been calculated in real time and are based upon the current exchange rate you have
entered on the setup tab. The information displayed for each item will vary with your selections on the
Setup tab. For example, the landed cost column will only be displayed if you have selected the option to
update landed costs.
3 You may now make any changes to the costs on your screen. Click on the Accept Changes and Save
button when you are finished to save your changes and update the costs on your Item Masters.
4 You may also want to adjust the selling prices for the affected items. This can be easily accomplished
by using one of the mass item pricing options found on the Maintenance Menu of the Inventory Control
System. Consult the on-line help section of the Inventory Control System for details about repricing item
masters.
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When Do Item Master Quantities Get Updated?
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Ordering/Receiving Inventory (Purchase Orders)
Creating New - Manually
1 Click on Purchase Orders from the Inventory Control System Main Menu.
2 Click on New.
3 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields. Tip: Totals for your purchase order are updated at the bottom of the window as you add
and remove items from the purchase order. A warning message will appear if the total amount of the
items entered does not exceed the factory minimum order amount as setup on the Manufacturers List.
4 Click on Save.
C Field Detail - Purchase Orders
P.O. Number - Genesis will automatically supply a number at this prompt if you are
using automatic numbering. Automatic numbering is enabled in the ICS Setup
program. If you want to use the same PO number that you currently have on your
preprinted purchase order forms, go into the ICS Setup area and change the PO
Printing Setup to printing with a Dot Matrix printer, and select to use manual number-
ing of POs. Then click on the Save button. Once you have all your open POs
entered, you can change this setup information back to Auto-Numbering.
Date Written - Enter the date you are writing the purchase order. Click on the
button next to the date to select the date from a calendar.
Date Due - Enter the date you expect the order to arrive. You can change this date
later if the expected arrival date changes.
Search Key (optional) - Enter a word, or phrase, that identifies this order in a unique
way. Example: If you are creating several orders for a special Fall promotion, you
could type FALL PROMOTION in the search key field for each purchase order. You
can then produce purchase order reports for just the items ordered for your Fall
promotion. The Search Key information also appears on lookup lists when changing,
receiving, or deleting orders. This can be helpful in identifying the contents of a
purchase order when viewing a list of purchase order numbers on your screen.
Autofax This Order - Check this box if you like Genesis to fax this purchase order
directly to the factory at a later time. You can also click on the fax icon to fax the
purchase order immediately (wait until you have completed the entire purchase
order screen to do this).
Salesperson (optional) - Select a salesperson from the pull down menu. This entry
identifies the person in your store who sold the item on the purchase order and is
useful for producing special order tracking reports for each salesperson.
Item Table - Select the items you are ordering. You can create new Item Masters
on the fly while you enter the item information; so dont worry about having item
masters created for ahead of time for each item. The Dep, Mfg, Item Number, and
Raw Cost columns appear with a shaded yellow background. You cannot type
information directly into the shaded fields. Instead, Genesis will provide a pop-up list
of applicable choices for each field. The pop-up lists will appear automatically, or you
can click on a field to display the list for that field. Use these guidelines when com-
pleting the columns for item information:
Qt - Enter the number of units you are ordering and then press TAB to move to the
next column.
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Dep (pop-up list) - Select the inventory department for the item you are ordering.
Mfg (pop-up list) - Select the manufacturer for the item you are ordering. The list on
your screen will contain only the manufacturers currently in the department you
specified in the Dep column. Select <Show All Manufacturers> to see all of the
manufacturers in the system. This is useful when you are ordering from a new
supplier. You should enter a supplier in the List of Manufacturers before ordering
from that company. The due date on your purchase order will automatically be
calculated when you select a manufacturer from the pop-up list if you have com-
pleted the lead time column in your list of manufacturers setup.
Item Number (pop-up list) - Select the item you want to order from the list. The
current number of units on order, the item number, description, raw cost, and landed
cost are displayed for each item. There are several other features you can access in
the item list:
- Searching For an Item - Complete any part of the Manf, Item Number, or Descrip-
tion prompts and then press enter. A list of matching items will appear.
- Creating a New Item Master - You can create a new item master by clicking on the
New Item icon. A window for entering the item master will appear on your screen.
Complete the prompts on the Item Master screen and click Save. You can also
select the option to Create Multiple Item Masters, which allows you to create several
new items and have them added to your purchase order automatically.
- Changing The Sort Order For Items In The List - You may also change the order in
which the items appear in the list by clicking on a column header. For example, click
on the Selling Price column header to sort the items in the list by selling price.
- Selecting Multiple Items From The Item List - Hold down the Ctrl key on your
keyboard and then click on the items you want to select from the list. Click on the
Continue button after you have highlighted all of your desired items.
- Viewing an Item Picture - Left click on an item in the list and then right click on that
same item. A pop-up list will appear on your screen. Click on View Item to view a
previously scanned picture of the item.
- Viewing Item Details - Left click on an item in the list and then right click on that
same item. A pop-up list will appear on your screen. Click on Item Details to view a
copy of the Item Master for that item. Please note that the raw cost, landed cost, and
gross profit fields do not appear in this view.
- Changing an Item In The List - Left click on an item in the list and then right click on
that same item. A pop-up list will appear on your screen. Click on Edit Item to display
the Item Master information for that item. Make any changes you desire to the Item
Master on your screen and then click Save. Note: You must reselect the affected
item from the item list for your changes to take affect on the currently displayed
purchase order.
Raw Cst - This field is automatically completed when you select an item from the
item number pop-up list. The raw cost cannot be changed directly from the purchase
order screen. You must change the item master if you want to alter the raw cost (see
Changing an Item In The List above).
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LandCst - Enter the landed cost for the item. Enter an estimate for landed cost if
you are not sure what your landed cost will actually be. You can update the landed
cost when you receive the purchase order into inventory. You can also use the
freight calculator to update the landed cost for all of the items on a purchase order. A
landed cost should be entered for all inventory items since this number is used
extensively in inventory and sales reports.
S - Place a checkmark in this field if the item is a special order for a customer. Leave
this field blank if you are ordering the item for your inventory. Additional columns
should be completed if you mark the item as a special order:
- Last Name - Enter the customers last name.
- First Name - Enter the customers first name.
- Phone - Enter the customers phone number.
- Sidemark Notes - Enter any special notes that pertain to the item being ordered.
These notes will be printed on the purchase order, and faxed to the factory with the
order. The notes appear directly below each item when printed, or faxed. Example:
Enter any unusual finishing or production instructions for the item.
- Sale # - Enter the original sales invoice number in this column. This entry is re-
quired if you want to print acknowledgment letters for the customer because Gen-
esis must locate the original sales invoice to retrieve the customers address infor-
mation.
Notes Button - Click on Notes to add any general comments or notes you would
like printed and faxed with this order. This might include shipping instructions, etc.
These notes appear at the bottom of the order after the last item has been printed.
Print Button - Print the purchase order by clicking on the Print button. You should
specify your printer and set up your purchase order format in the ICS Setup Program
before printing a purchase order for the first time. Make sure you have a purchase
order form loaded into the printer, and your printer is ready to print. Printing an order
is optional and does not affect the information on the order.
Changing
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on Change.
3 Click on the Purchase Order you want to change and then click on Continue.
4 The Purchase Order will be displayed. Make any desired changes.
5 Click on Change.
Tip: Click on the Print icon from the PO selection screen to print a list of open purchase orders.
Deleting
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on Delete.
3 Click on the Purchase Order you want to delete and then click on Continue.
4 The Purchase Order will be displayed and a message will ask you to confirm your selection. Click Yes.
Automatically Creating P.O.s For Special Order Customers
Special order items that were previously entered on invoices are now in the Auto PO special order pending
area (this occurs after you finalize your day). You can use the Auto PO feature to help facilitate the quicker
creation of these Purchase Orders.
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Instructions
1 Click on Purchase Orders from the Inventory Control System Main Menu.
2 Click on AutoPO.
3 Select Customer Special Orders and click OK.
4 The Automatic Special Order Creation window will appear. Click on Manufacturers at the top left
corner of the window, if it is not already selected under Display Items to Order By.
5 A list of manufacturers will be displayed on your screen. These are manufacturers from which your
customers have purchased special order items. One, or more, special order items needs to be ordered
from each manufacturer on the list. Click on a manufacturer name in the list to create an order for all of
the items from that manufacturer. You can alternatively list all individual items or open quotes by select-
ing the appropriate option under Display Items to Order By. You can then select individual items from
the list for inclusion on a purchase order by clicking on an item (hold the CTRL key on your keyboard
and click on additional items to select more than one). Tip: Genesis adds the total dollar amount of the
items you are selecting and compares it against the factory minimum as you highlight items in the
Special Order Pending List. A warning message is displayed at the bottom of the window if the total of
your selected items falls below the factory minimum order amount.
6 Click on OK.
7 The proposed purchase order will be displayed on your screen. You can now change any part of the
proposed order. For example, you can add items to this order, tag the order for automatic faxing, or click
on the Notes button to add notes to the order. Refer to the instructions in the Creating a new Purchase
Order section for additional assistance on the individual fields.
8 Click on Print to print a copy of the order.
9 Click on Save to permanently store the order on your disk. The items on the purchase order will be
automatically removed from the special order pending file. Note: Genesis does not automatically re-
move items you manually type on other purchase orders from the special order pending file. You must
remove these items yourself by following the directions below.
Deleting Items From the Special Order Pending File
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on AutoPO.
3 Make sure the Special Orders option is selected and then click on OK to continue.
4 Click on Item Number or Customer Name to display the special order pending file in an item format.
5 Select the item(s) you want to delete by clicking on it
6 Click on Delete button.
7 Confirm your selection by clicking Yes.
Automatically Create P.O.s For Stock (using Reorder Points)
Genesis can automatically create purchase orders for items you plan to carry in your inventory on a continu-
ing basis. The items that will be ordered are determined by the reorder points you establish on your item
masters. You must follow these steps before you can automatically generate orders for stock items:
1 Enter reorder points on your Item Masters. Genesis will not attempt to order an item if that item does not
have a reorder point of at least 1 unit.
2 Print a Reorder Report using the Reorder Points List option. Review this report to make sure your
reorder points are entered correctly. Printing this report is not required, but is advised. Instructions for
printing this report are below.
3 Specify your printer and set up your purchase order format in the ICS Setup Program. This step was
already completed during the setup process (see chapter 4 - Setting Up Genesis).
When to Create Automatic Orders
Automatic stock orders can be generated at any time. However, you may find your ordering to be more
productive and efficient if you scan your manufacturers for orders at consistent intervals. For example, you
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might want to generate automatic orders every other day, or just on Mondays of each week.
Creating an Automatic Stock Order
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on AutoPO.
3 Select the Stock Orders option and click on OK.
4 The selection screen will be displayed. Select any combination of departments.
5 A list of manufacturers will appear on your screen. One or more items needs to be ordered from each of
manufacturer in the list. Double-click on a manufacturer.
6 A list of items needing to be ordered from that manufacturer will be listed. Click OK to continue. Note: If
you do not want to order certain items on the list, change their quantity to zero before clicking OK.
7 A proposed order will be displayed. Review the items on your screen. You can make any changes you
desire at this point. This includes changing item information, adding additional items to the order,
tagging the order for automatic faxing, and/or removing items from the order.
8 Click on Print to print the order on your printer (optional).
9 Click on Save to save the order to disk.
Modifying Your Reorder Points
You can change the Reorder Point for any individual item through the Item Masters Change screen. Alter-
natively, you can adjust many Reorder Points at once by following these instructions:
1 Click on Maintenance from the menu at the top of the ICS Main Menu.
2 Select Item Masters.
3 Select Edit Reorder Points.
4 The Reorder Point Worksheet screen will appear. Select the desired Department, Manufacturer and
Location and then click on Next. Note: The Location option will only appear if the ordering and receiving
by location option has been enabled in the ICS Setup program.
5 The Viewing Options screen will appear. Select an option (see below) and then click on Next.
Show all items- Genesis will display every item in the system for your selected combination of
department(s) and manufacturer(s).
Show only the items where my current reorder points are different from my advised- Genesis will
display just the items where the reorder point you have previously entered is different from the
currently suggested reorder point.
Show only items with an established current reorder point- Genesis will display only the items where
you have previously entered a reorder point.
6 The Reorder Points Worksheet will be displayed. The items where your currently established reorder
point is different from the advised reorder point are highlighted in blue. Type the reorder point you would
like to use for each item on the appropriate line in the "New Rdr" column. Genesis will display totals for
your reorder points in the lower left corner of the screen as you enter quantities in the "New Rdr" col-
umn. Additional options are also available. See the information below these instructions for details.
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7 When you are finished, click on the Save button. The entries in the New Rdr column will become the
current reorder points for the items on your screen. Tip: You can leave a reorder point unchanged by
leaving a blank space on the appropriate line in the New Rdr column.
Advised Reorder Point - A suggested reorder point based upon the sale rate for each item
and the lead time for the item's manufacturer.
C Field Detail and Additional Options
Sort the List of Items - Click on a column header to sort the list of items by the
information in that column. For example, click on the Last Sale Date header to sort
the items on your screen by the date of last sale.
View the Item Master for An Item in the List - Left click on an item number to
highlight it, and then right click on that item to display a pop-up menu. Select View
The Item Master from the pop-up menu to view a copy of the item master.
Copy Currently Established Reorder Points to the New Rdr Column - Right click
anywhere on the Reorder Points List and then select Copy Current Reorder Column
to New. All of the current reorder points (displayed in the Cur Rdr column) will be
copied to the New Rdr column.
Copy Advised Reorder Points to the New Rdr Column - Right click anywhere on
the Reorder Points List and then select Copy Advised Reorder Column to New. All of
the advised points (in the Adv Rdr column) will be copied to the New Rdr column.
Copy Selected Current Reorder Points to the New Rdr Column - You can copy
the current reorder points for selected items to the New Rdr column. Begin by
highlighting a range of items with your mouse (hold down the left mouse button and
drag the pointer over your desired range of items). Next, right click on the Reorder
Points List and then select Copy Selected Current Pts to New from the pop-up
menu. The current reorder points for your selected items will be copied to the New
Rdr column.
Copy Selected Advised Reorder Points to the New Rdr Column - You can copy
the advised reorder points for selected items to the New Rdr column. Begin by
highlighting a range of items with your mouse (hold down left mouse button and drag
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the pointer over your desired range of items). Next, right click on the Reorder Points
List and then select Copy Selected Advised Pts to New from the pop-up menu. The
advised reorder points for your selected items will be copied to the New Rdr column.
Print the Reorder Points List - You can print the list of items on your screen to your
default Windows printer by right clicking on the list and then selecting Print The List
from the pop-up menu on your screen.
Export the Reorder Points List to an Excel Spreadsheet - You can save the list of
items on your screen in a Microsoft Excel compatible spreadsheet by right clicking
on the list and then selecting Export the List to Excel from the pop-up menu on your
screen. Be sure to note the location on your computer where the file is stored when
prompted so that you can easily access this file in the Excel program.
Current Status totals - The totals for in stock, on order, and sold year-to-date that
appear in the lower left corner of your screen represent totals only for the items
presently displayed on your screen.
Printing the Reorder Report
Use this report to verify that your reorder points are entered correctly.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Reorder Reports tab.
4 Select the Reorder Points List option.
5 Select any other desired criteria and click Start Printing.
Other Reorder Reports
These reports provide you with the means to analyze your reorder points and establish an efficient and
effective automatic reordering plan. These reports should be printed and studied frequently for maximum
effectiveness.
Items to Reorder Now This report lists the items you need to order right now based upon the reorder
points you have established. You may find it useful to print this report just prior to automatically creating
stock orders. You can then change reorder points before creating orders if needed.
Reorder Points List Prints the items you have entered reorder points on even if the item does not
need to be ordered at this time. Use this report to study your current reorder point lineup. Change your
Item Masters if you decide to change your reorder points.
Overstocked Items - Prints just the items where your current in stock and on order quantities exceed
the reorder point. Use this report to find problem areas.
Current & Advised Reorder Pt. - Prints a comparison of your currently established reorder points
against reorder reports Genesis suggests. The suggested reorder points are based upon the sale rate
for each item and the lead time for the items manufacturer.
Sale Rate - Genesis tracks the true sale rate in days for each inventory item. This figure is
updated only when an item is sold from inventory (not via special order). The sale rate tells
you how many days between sales for an item while you have it in stock. This eliminates the
distortion caused by long lead times from factories.
You can access all these reports by following these instructions.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Reorder Reports tab.
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Receive a Purchase Order into Inventory
Receiving a purchase order adds the items on an open purchase order to your inventory. The merchandise
is automatically moved from on order status to in-stock status.
Instructions
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on Receive.
3 A list of open Purchase Orders will be displayed. Click on the purchase order you are receiving and
click Continue. Tip: Click on the Search Key column header to sort the open order list by search key.
You may also simply type the purchase order number and press enter to select an order.
4 The purchase order will be displayed on your screen. Locate the items you are receiving. Reduce the
quantity on each item so it reflects the number of units still on order (see example below). Tip: Click on
Zero Qts to change all of the quantities on the order to zero. This is a fast way to receive all of the
items on an order. Tip: Click on the P.O. Number label to view the order as it was originally written with
details about any receiving activity that has taken place on that purchase order prior to the current date.
Example:
On Order Units: Received: Change Quantity To:
1 1 0
3 1 2
3 3 0
5 Click on the Freight button to automatically apply freight charges to the items you are receiving (only
those items where the quantity has been changed).
6 Click on the Receive button to save the order. Genesis will analyze your changes to the order and then
take the appropriate steps to receive the merchandise into inventory.
The items ordered for stock will be transferred into stock and made available for sale. These items
will be transferred to inventory location # 0 unless you selected the Receive By Location option in
the ICS Setup program. Selecting the Receive By Location option in the setup program allows you
to designate the receiving locations for each item on the order.
The items special ordered for customers will be transferred to the reserved list for the those items.
These items are not received into stock so they will not be mistakenly sold to customers.
The landed cost on your item master is also updated using the costing method you selected in the
ICS Setup program if the item being received is a stock item.
Setting Up A/P Invoices While Receiving
The A/P Posting window will appear after clicking Receive if you have enabled A/P Posting in the ICS Setup
program (click on the Custom Options button in the ICS Setup program). This A/P Posting window allows
you to automatically setup invoices for payment in the A/P module while receiving a purchase order.
The A/P Posting window will appear automatically after clicking the Receive button to receive a purchase
order. Use the following guidelines when completing the prompts on the A/P Posting Screen. After complet-
ing the prompts, click Save to set up the invoice for payment, or Cancel if you want to set up the invoice for
payment at a later time in the A/P module. Note: Clicking Cancel does not undo the receiving of items on
the purchase order. It simply aborts the process of posting the invoice to A/P.
C Field Detail - A/P Invoice Entry Screen
Vendor Name - Select the A/P Vendor you would like to use when setting up the
invoice for payment. Genesis will retrieve the appropriate dating and discount terms
for the vendor and automatically adjust the dates in the A/P Posting windows. You
must select a vendor before clicking on the Save button in the Posting Window.
Invoice Date - Enter, or change, the invoice date for the bill. The invoice date can
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determine in which accounting period the expense for this invoice is recorded, so be
careful to use an accurate invoice date. Consult the A/P Help system for detailed
information about using an invoice date, or the computer date, to determine the
posting period for an invoice.
Due Date - Enter, or change, the due date for the bill. This is the date that will be
used to age the invoice for reporting purposes.
Pay Date - Enter the date you actually intend to pay the bill. This prompt must be
completed even if you are using the Point & Click method for paying bills in the A/P
module.
G/L Act - Enter a G/L account number to classify the expense. This will usually be
your account number for inventory, or a freight expense account.
G/L Loc - Enter a G/L location number for distributing this expense. Enter 1 at this
prompt if you are not sure what to enter here. G/L account number distribution is
discussed in further detail in the A/P Help system.
Amount - Enter the total amount you would like to set up for payment at this time.
Setup Multiple Invoices - Check this option if you want to setup more than one
invoice for this purchase order. This is convenient if part of the invoice applies to one
G/L location, and another part of the invoice applies to another G/L location. It is also
useful when you want to setup separate invoices on a vendor record for inventory
and freight accounts. The posting screen remains visible after you click Save so that
you can continue posting invoices for the purchase order on your screen. Click the
Cancel button when you are finished posting multiple invoices.
The Freight Calculator
You can use the freight calculator to quickly and easily distribute a freight bill among the items on a pur-
chase order. The freight bill can be distributed as a percent of the cost for each item, or as a lump sum
amount divided equally among the items on an order.
The Freight Calculator can be used at any time when creating a new purchase order, or changing an
existing purchase order. It can also be used when receiving a purchase order, but you should always use it
after reducing the on-order quantities while receiving.
The Freight Calculator automatically calculates the landed costs for items on your purchase order. This is
done by adding a specific charge to the raw costs for the items on your purchase order. Freight charges can
be calculated in two different ways:
Percent Rate - Update the landed cost for the items by calculating the freight charge as a percent of
each items raw cost. Enter the percent rate you want to use at the Percent Rate prompt when the
freight calculator window appears on your screen.
Divide a Dollar Amount - Divide a dollar amount evenly among the items on the purchase order. Enter
the total dollar amount at the Dollar Amount prompt in the freight calculator window.
Handling Overshipments
Occasionally, you may receive additional items from a manufacturer that you did not order. If this happens
and you decide to keep the extra items, then use the Change button on the purchase order menu to adjust
the quantities on order for that purchase order (be sure to reprint a hard copy of the P.O.). Then receive the
purchase order as normal.
If you decide not to keep the extra items, then just receive the items you want to keep. Contact the manu-
facturer to correct the discrepancy and arrange for the return of their merchandise.
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Handling Undershipments
Receive the items on the purchase order that you did receive. For example, if you only received 4 out of the
5 items you ordered, change the quantity on the receiving screen to one to indicate that you still have one
on order. Then contact the manufacturer to ensure the item is still being shipped. When the missing item
arrives at your warehouse, receive the rest of the purchase order by changing the quantity to zero.
Note: If you decide to cancel the missing item, then use the Change button on the Purchase Order menu
(instead of the Receive button) to change the quantity on order from one to zero (be sure to reprint a
hard copy of the P.O.).
View a Receiving Report
This report provides a detailed history of the items you receive into inventory. It is also useful for contacting
your special order customers when their merchandise arrives. It can be viewed as needed. However, it is
very effective for contacting your special order customers if printed at regular intervals with the Print Spe-
cial Order Contact List option selected. The information on this report is not cleared during the year-end
closing process and will be available for reference at any time. It will display up to 28,000 items at a time.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on On Screen Reports.
3 Click on the YTD Receiving Log Tab.
4 Select any desired options and criteria.
5 Click on View Report. Note: Check the Print Report to Printer box to print the report.
View the Original Purchase Order
1 Click on Purchase Orders from the ICS Main Menu.
2 Hold down the CTRL key on your keyboard and click on Change.
3 Enter the purchase order number and click on OK.
4 The Purchase Order will be displayed.
Fax Purchase Orders
Autofax is a powerful tool that can greatly improve productivity in your office by eliminating the time you
might normally spend using a conventional fax machine. Autofax can transmit three types of documents:
Purchase Orders - Automatically fax your purchase orders to the appropriate factories directly from
your computer. This makes sure your orders are placed in a timely, efficient fashion.
Missing Acknowledgment Letters - You can automatically fax a letter to the appropriate manufacturer
when a purchase order is not acknowledged in a timely fashion. Genesis monitors the number of days
that have elapsed between todays date and the date each purchase order was entered. If this number
of days exceeds your grace period, and an acknowledgment number has not been entered on a pur-
chase order, then Genesis automatically faxes a Missing Acknowledgment Letter to the manufacturer.
Past Due Order Letters - You can automatically fax a follow-up letter to a manufacturer when a pur-
chase order is late in arriving. Genesis allows you specify an advance warning period so these letters
can be faxed in advance of an orders actual due date.
There are 2 ways you can send your faxes:
On Demand - Allows you to instantly fax a purchase order that is displayed on your screen. Only
purchase orders can be faxed using On Demand faxing.
Scheduled - Allows you to fax a batch of orders at a specific time of the day. Purchase Orders, Missing
Acknowledgment Letters, and Past Due Order Letters can all be faxed using this option.
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Preliminary Steps
A few steps are required before you can use AutoFax for the first time.
Setup Your Fax Modem
Enter Fax Numbers For Your Suppliers
Setup Order Tracking Letters
Setting up Your Fax Modem
Selecting a Fax Modem for your Computer - You need a fax modem circuit board installed in your computer
to use the AutoFax feature. This circuit board enables your computer to act as a fax machine. However, no
paperwork is involved. Faxes are sent directly from your computers memory to a fax machine. Genesis
AutoFax requires a modem that is Class I or Class II compatible. This is the most widely accepted standard
in fax modems. Genesis automatically recognizes which type of modem is installed in your computer.
Configuring Your Fax Modem - Only minimal configuration work is needed to prepare your fax modem for
use. Click on AutoFax from the Purchase Order Menu and then click on the Fax Setup tab. Use these
guidelines when completing the setup prompts on your screen:
Fax/Modem Com Port - Select the communications port your modem is attached
to. This information can usually be found in the manual for your fax modem. If you
are not sure, try COM1 first.
Time Allowed For Each Fax - This is the number of seconds Genesis allows your
fax modem to complete the transmission of a single purchase order. The default is
30 seconds. Increase this number if you are having trouble completing faxes (try
small increments first, like 15 additional seconds). You can change the number of
seconds by adjusting the horizontal scroll bar on your screen.
Number of Fax Attempts - This option is useful if you experience busy signals
when attempting to send faxes. Select the number of times you would like Genesis
to retry a failed fax transmission each time a batch of purchase orders in faxed.
Genesis retries fax transmissions at the end of the faxing session.
Retry Failed Faxes - Check this option if you want Genesis to automatically retry
failed fax transmissions from a previous fax session during the next faxing session.
Your Fax Number is... - Type your fax number at this prompt. Your fax number is
also referred to as your Station I.D. number. It will be printed at the top of each
purchase order you transmit. You may be required by state law to provide this
number. Check with your local government if you are not sure.
Enter Fax Numbers for Suppliers
In order to use AutoFax, you will need to enter the addresses and fax numbers for your suppliers. You can
enter this information in the List of Manufacturers (see a previous section in this chapter). Genesis will not
transmit a fax for any manufacturer that does not have a complete address and fax number entered.
Creating Order Tracking Letters
Order Tracking Letters help you efficiently follow the progress of open purchase orders. They include
Missing Acknowledgment Letters and Past Due Letters. Follow these steps to setup your letters:
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1 You will need to compose the text of your Missing Acknowledgment and Past Due Order letters before
using this feature for the first time. Complete only the body of your letters. Genesis will automatically
add a header, and details about the items on the purchase order. Use Windows Notepad, or a similar
text editor, to create a text file that contains the contents of your letter. See chapter 4 for more informa-
tion on setting up your letters.
2 Click on Purchase Orders from the ICS Main Menu.
3 Click on AutoFax.
4 Click on the Order Status Letter Setup tab.
5 Select the letters you will use. Click on the Down-Arrow button next to each letter type to select the file
from your computer that contains the text for your letter.
6 Specify the grace period for each type of letter by entering a number into the fields to the right or each
letter. The grace period is calculated in the following manner:
a) Missing Acknowledgment Letter - Genesis will compare the current system date for your computer
against the order date on a purchase order each time an AutoFax session is started. The grace
period determines the number of days that can elapse until Genesis automatically faxes a missing
acknowledgment letter for a specific purchase order. Example: You have established a grace period
of 5 days. You also have several purchase orders with order dates of September 12, 2000. Genesis
will automatically begin faxing Missing Acknowledgment Letters for these purchase orders on
September 17, 2000 if an acknowledgment number has not been entered on the purchase order.
Note: You must select the Missing Acknowledgment Letter option before starting your AutoFax
session for the letters to be sent.
b) Past Due Letter - Genesis compares the current system date against the due date entered on each
open purchase order. A purchase order that contains a due date that is later than the system date is
considered past due, and a Past Due Letter will be automatically faxed to the factory for the order.
You can also specify a grace period for past orders. Genesis will wait an additional number of days
(determined by your entry in the grace period field) before sending a past due letter.
On Demand Faxing
Using On Demand faxing is very simple. Click on the fax icon any time a purchase order is displayed on
your screen to instantly fax the order. You will be prompted to fax the order to the manufacturer, or select
another fax number for the transmission.
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Scheduled Faxing
Scheduled faxing is an easy way to fax all of your purchase orders at once. Here is an overview of how this
process works:
A Place a check mark next to the AutoFax prompt on any purchase orders you want to faxwith AutoFax.
B Specify the time of day to send faxes.
C Start AutoFax.
D Review the Fax Send Log to see which orders were successfully faxed.
Here are detailed instructions about how to complete each of the above 4 steps:
Selecting P.O.s for Faxing
Tagging an order for faxing is very easy. Simply place a check mark next to the AutoFax This Order
prompt on the purchase order screen. You can do this while creating new purchase orders, or while chang-
ing a purchase order. Remove the check mark from this option if you decide not to have Genesis fax the
order. Genesis will automatically mark each order that is successfully faxed to avoid faxing an order twice.
You dont need to uncheck this option after the order is automatically faxed.
Selecting a Time to Send Faxes
AutoFax is designed so you can send your faxes at any time of the day. This allows you to take advantage
of lower phone rates and less phone traffic during the evening hours. Follow these instructions to specify
the time of day to send your faxes.
1 Click on Purchase Orders from the ICS Main Menu.
2 Click on AutoFax to display the AutoFax window.
3 Type the hour and minute you want AutoFax to begin sending faxes. Use military time for the hour entry
(i.e. 10:00 P.M. is entered as 22).
Sending The Faxes
1 Select fax options by checking one or all of the boxes.
2 Before sending the faxes, you may want to preview your fax session before starting an AutoFax ses-
sion. If so, check the Fax Preview box and click on Start Faxing.
3 When you are ready to actually start faxing, uncheck the Fax Preview box and then click on the Start
Faxing button. Genesis will scan your open order file for any purchase orders that have been selected
for faxing and transmit them to the appropriate factories.
4 Genesis will display a series of messages next to the Start Faxing button. These messages will tell you
about the progress of the faxing session. Click on Cancel to close the AutoFax window when the
AutoFax session is done. Do not exit the Inventory Control System while an AutoFax session is in
progress. Doing so will instantly cancel the AutoFax session.
The individual purchase orders will be updated when they have been successfully transmitted. The
phrase AutoFax Completed will appear directly below the AutoFax This Order prompt.
Tip: You can click on the minimize button in the top right corner of the AutoFax window and continue
working on other tasks while AutoFax is operating. Clicking on the Cancel button while an AutoFax
session is in progress will abort the session.
Important - Do not alter a purchase order that will be part of a fax session while that fax session is in
progress. This can cause erroneous results.
Checking the Fax Session Results
The fax log provides you with a record of your faxing sessions. Click on the View Fax Log button to see a
list of the fax transmissions that have been attempted. Watch for any faxes that were not successfully
transmitted. Genesis will automatically try to send these faxes again if you checked the Retry Failed Faxes
option in your Fax Setup screen.
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Clearing The Fax Log - The fax log will contain the cumulative results of all faxing sessions. You can clear the
log by clicking on the Clear Fax Log button. Clearing the log will let you start over with an empty log.
Resending a Previously Transmitted Fax - You can resend a fax even after it has been successfully transmitted
by following these instructions. This may be necessary when the fax recipient requests another copy of your
purchase order.
1 Use the steps for changing a purchase order to display the purchase order on your screen.
2 Click on the AutoFax This Order option to remove the check mark.
3 Click Save.
4 Use the steps for changing a purchase order to display the purchase order on your screen again.
5 Click on the AutoFax This Order option to place a check mark at this prompt.
6 Click Save. The order can now be faxed again.
Email Purchase Orders (WebLink)
The Email feature on the Purchase Order menu work in a similar manner to AutoFax. You can email the same
documents, including Purchase Orders, Missing Acknowledgment Letters and Past Due Letters (see the
AutoFax section for more information about these documents). In addition, you can also email an Order Ac-
knowledgment Letter to the customer (for special orders).
There are 2 ways you can send your emails:
On Demand - Allows you to instantly email a purchase order that is displayed on your screen. Only Pur-
chase Orders and Order Acknowledgment Letters can be emailed using On Demand emailing.
Batch Emailing- Allows you to email a batch of orders at once. Purchase Orders, Missing Acknowledgment
Letters, and Past Due Order Letters can all be emailed using this option.
Preliminary Steps
A few steps are required before you can use this Email feature for the first time.
A Setup Your Email (see Chapter 4: Setting Up Genesis)
B Enter Email Address for your Suppliers (see a previous section in this chapter)
C Setup Order Tracking Letters (see a previous section in this chapter)
On Demand Emailing
Using On Demand Emailing is very simple. Click on the email icon any time a purchase order is displayed on
your screen to instantly send an email. You will be prompted to either email the purchase order to the supplier
or an Order Acknowledgment Letter to your customer.
Batch Emailing
Batch Emailing is an easy way to email all of your purchase orders at once. Follow these instructions.
1 Tag an order for emailing Simply place a check mark next to the Email prompt on the purchase order
screen. You can do this while creating new purchase orders, or while changing a purchase order. Remove
the check mark from this option if you decide not to have Genesis email the order. Genesis will automati-
cally mark each order that is successfully emailed to avoid emailing an order twice. You dont need to
uncheck this option after the order is automatically emailed.
2 Click on Purchase Orders from the ICS Main Menu.
3 Click on Email.
4 Select Email options by checking one or all of the boxes.
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5 Before sending the Emails, you may want to preview your Emails before sending. If so, check the Preview
Before Transmitting box and click on Preview Email.
6 When you are ready to actually start emailing, uncheck the Preview Before Transmitting box and then click
on the Send Email button. Genesis will scan your open order file for any purchase orders that have been
selected for emailing and send them to the appropriate factories.
7 Genesis will display a message informing you that the email session is done. Click on Cancel to close the
window when the Email session is done. Do not exit the Inventory Control System or modify any purchase
orders while the Email session is in progress.
Viewing a History of Emailed Purchase Orders
A history of emailed purchase orders and purchase order tracking letters can be accessed by clicking on the
History button that appears on the Automatic E-Mail Screen. You can maintain the history log for as long as
needed. The contents of the log can be cleared at any time by selecting Clear History from the pull-down
menu.
Checking the Delivery Status of Documents Sent with WebLink
The documents you send with WebLink are sent to a mail server (a computer that manages email transactions)
which in turn attempts to deliver the document to the proper recipient. If the document cannot be delivered, your
outgoing mail server will send an e-mail message to you indicating the document could not be delivered to the
recipient. Genesis WebLink does not presently receive incoming mail messages. You will need to use a third
party program to retrieve you email messages (e.g. Microsoft Outlook, Netscape Communicator, A.O.L). Scan
your incoming messages for any indication of email messages that could not be delivered. In most cases, the
problem will be an incorrectly specified email address for the recipient.
Order Acknowledgment Letters
Setting up Your Letter
Please see Chapter 4: Setting Up Genesis.
Printing Acknowledgment Letters
1 Follow the instructions for changing a purchase order to display it on your screen.
2 Click on Print.
3 Select the Customer Acknowledgment Letter option.
4 Click OK to print the letter.
Emailing Acknowledgment Letters
You may email letters by following the instructions in the previous section to email purchase order, however,
select the email option instead of the fax option on the purchase order or when batch emailing.
Set up a New Manufacturer
Please refer to an earlier section in this chapter.
View a Report for all open Purchase Orders
Print this report at any time to study your on order position. Choose from the following report options:
On Order Report (All Items) - Lists all items that are currently on order.
Special Orders Only Report - Lists only the special order items currently on order.
You can also choose various Detail Options for more targeted information:
Special Orders Pending by Salesperson - Click on Sort by Salesperson to print a tracking report for each
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salesperson.
Late Special Orders Pending by Salesperson - Click on Sort by Salesperson and Show Past Due Orders
Only to print a list of past due orders for each salesperson. Any order with a due date prior to the current
date is considered past due.
Show only past due orders Check the box for Show Past Due Orders Only.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the On Order Reports tab.
4 Select your desired options and criteria.
5 Click Start Printing. Note: Check the Print Preview box to view the report on your screen.
Note: You may also print a list of open purchase orders without including complete detail by clicking on
Change from the Purchase Order area. Then click on the Print Screen button.
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Reserved Items FAQ
Q: What is a Reserved Item?
A: Reserved items are inventory items currently in your building, but reserved for a customer. This commonly
includes layaways and special orders that have been received, but not yet delivered to a customer.
Q: How do names get put on the Reserved List?
A: When you create a pending delivery invoice for an item that you have in stock.
When you create a pending delivery invoice for a special order item and then receive the special order item into
inventory.
Q: How are names taken off the Reserved List?
A: Recording a delivered sale automatically removes a customers name from the Reserved List for each item
on the sales invoice.
Q: How can I view which customers have a particular item reserved?
A: Option #1 - Via Item Masters:
1 Click on Item Masters from the ICS Main Menu.
2 Click on Change.
3 Select the desired department, manufacturer and item.
4 Click on the Reserved button.
Option #2 Via View Items:
1 Click on View Items from the ICS Main Menu.
2 Click on Items.
3 Select the desired department and manufacturer.
4 The quantity reserved for each item is listed in the Rsrvd column. Left-click on a number in that
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column to display the customers who have that item reserved.
Q: How can I Print a Reserved Items Report?
A: 1 Click on the Reserved button.
2 Click on Reports from the ICS Main Menu.
3 Click on Printed Reports.
4 Click on the Inventory Listings tab.
5 Select Reserved Inventory List.
6 Select the desired department(s) and manufacturer(s).
7 Click on Start Printing.
Q: What are reasons why a name isnt getting updated on the reserved list correctly?
A: - The Pending Delivery option is not being selected on sales invoices.
- The Reserved List has been manually altered erroneously.
- When the system asks the user to manually update the Reserved List, information is entered
incorrectly.
- You have delivered a special order item before receiving it.
Q: When will I need to manually update the reserved list?
A: When doing any of the following activities, you will need to update the Reserved List manually if the invoice
number, customer name and/or quantity dont exactly match what is on the Reserved List.
Deliveries
Receiving
Returns
Q: How do I manually update the Reserved List?
A: You can change the Reserved List from within the Item Masters screen at any time, or you can make
changes if prompted to by Genesis when receiving purchase orders or recording deliveries.
To Add a Customer - Move to the first open line and type the number of units reserved, and the
customers name. Be sure to reduce the In Stock quantity for the item by the same number of units
you reserve.
To Change a Customer - Move to the appropriate line and change the customers name or number
of units reserved. Change the in stock quantity for the item if you alter the number of reserved units.
To Remove a Customer - Use the delete key to erase the customer name and number of units
entries. You should increase the in stock quantities for the item by the number of units you erase
from the reserved list.
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Lay Away Manager
The Lay Away Manager provides you with a way to sell lay away items without removing them from inventory.
An item is removed from stock and placed on reserved status in a typical sales transaction. In a Lay Away
transaction, the item is not removed from stock at the time of sale. Instead, it is transferred to a Pending Lay
Away List where it can later be removed from stock and placed on reserved status, or ordered from the factory.
Setting up the Lay Away Manager
Follow these steps to setup and activate the Lay Away Manager:
1 Right click on the Genesis logo on the main Genesis menu and then select Setups. Select ICS Setup.
2 Click on the Point of Sale Options button in the lower left corner of your screen.
3 Click on Allow Selling Against Layaways and then complete the Lay Away option table:
Lay Away Type - Describe the types of lay away options you provide to your customers. Your description
will appear on a pop-up menu on the sales invoice entry screen when you are prompted to determine the
stock status for the item. Examples might include 30 Day Lay Away, 1 Year Lay Away, etc.
Days - Enter the maximum length of the lay away transaction in days. For example: Enter 30 for a lay away
that should be completed 30 days after the initial sales transaction. Genesis will use your entry in this
column to determine the estimated completion date for the lay away transaction.
4 Click Save.
5 Repeat the setup steps on each workstation iwhere lay away transactions will be allowed.
Selling a Lay Away Item
Selling a lay away item at the point of sale simply involves selecting one of your preset lay away options when
the pop-up menu for the S column appears on your screen (while entering a line item). Genesis calculates the
expected completion date for the lay away transaction and automatically inserts the lay away terms in the
sidemark notes column for the item. Important: Do not alter the lay away terms in the sidemark notes column by
typing over them. You may freely add any text you desire after the lay away terms. Altering the text that Genesis
automatically inserts will prevent your software from accurately determining the expected completion date for
the lay away transaction.
Adding Items to the Pending Lay Away List
Genesis scans your sales invoices for lay away items each time you finalize a Daily Sales Report. Any item
marked as a lay away on a sales invoice is automatically added to the list of pending lay aways when you
finalize a Daily Sales Report. The list of pending lay away items in displayed in the Lay Away Manager screen.
Using the Lay Away Manager Screen
The Lay Away Manager Screen is a powerful tool for monitoring the progress of lay away transactions. You can
quickly and easily remove an item from stock and reserve it for the customer, or order it from the factory. View-
ing the information in the Lay Away Manager Screen on a consistent basis will yield the best results. Follow
these steps:
1 Start the Inventory Control System and click on the Purchase Orders button.
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2 Click on AutoPO and then select Lay Away Manager from the drop down menu. The Lay Away Manager
screen will be displayed. The items are listed according the expected completion date for the lay away
transaction. Several options are available for the items on your screen:
A) Change the Order of the List - You can change the order of the items in the list by clicking on a
column header.
B) Order A New Item For the Customer - You may decide that it is better to order a new item rather than
remove one from inventory to complete a lay away transaction. Follow these steps to order an item on
the pending lay away list:
1 Highlight one or more items in the list.
2 Click on the Order button.
3 A purchase order containing your selected items will be displayed on the screen. Make any changes
to the proposed purchase order and then click Save. Your selected items will be removed from the
pending lay away list and placed on a purchase order. Tip: Enter the words LAY AWAY in the
search key field of the purchase order for easier tracking of lay away items on purchase order
reports.
C) Remove The Item From Inventory- You may determine that it is advisable to remove an item from
stock and place it on reserved status to make sure it is in stock when the customer completes the lay
away and picks up the item. Follow these steps:
1 Highlight one or more items in the list and then right click on an item.
2 Select Remove Items From Inventory when the pop-up menu appears on your screen.
3 A window for removing the items from inventory will appear on your screen.
4 Type the number of units you want to remove from stock in each location by entering a quantity in
the appropriate location column(s). Click on the Next button when you have finished entering
quantities. Genesis will move your desired number of units from each stock location to reserved
status.
D) View Details About an Item in the List- Right click on an item in the list and then select View The
Item Master to view the current Item Master for the selected item. You will be able to view the item but
not make changes to it.
E) View the Original Sales Invoice for an Item in the List- Right click on an item in the list and then
select View The Original Invoice to display a copy of the original sales invoice containing the lay away
item.
F) Delete an Item From the Pending List- Items are not automatically removed from the Pending Lay
Away list if the original lay away transaction is cancelled (via a return sale). You must manually remove
the items from the pending lay away list. Follow these steps:
1 Highlight one or more items in the list.
2 Click on the Delete button.
3 The highlighted items will be removed from pending lay away list.
G) Print a Lay Away Report- Click on the report icon to generate a report of the lay away transactions in
progress. You may also use any of the Active Report features in Genesis to manipulate the report once
it is displayed on your screen.
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Reconciling Inventory
Physical Counts (without bar code equipment)
If you are doing a physical inventory count manually (without bar code equipment), Genesis provides a Physical
Count Sheet Report to aid you in the process. This report prints columns for counting merchandise in each
inventory location. Use this form to count your inventory, then change the Item Masters to reflect your physical
count.
1 Click on Reports from the ICS Main Menu and then click on Printed Reports.
3 Click on the Inventory Listings Tab.
4 Select the Physical Count Sheets option and select the Include Out of Stock Items option.
5 Click on Start Printing.
6 Take your physical count by placing a mark in the location field to the right of the item. For items you find
that are not listed on the physical count sheets, hand write the item number and quantity on the report.
7 After counting all items in your store (and warehouse) add the total number of marks from the physical
count to arrive at total quantity in the building for the item. Do this for each item.
8 Take items from undelivered invoices and place a mark to the right of your physical count. These items can
come from two sources, either hard copies of undelivered invoices, or the reserve list (which you can
include with the physical count printout if desired).
9 Subtract the undelivered items (Reserved items) from the total physical count. The remaining quantity is the
number available to sell, or the reconciled quantity in stock.
10 Go into Item Masters and click on Change.
11 Bring up Department Zero and the first manufacturer. Double left click on the first item on the list.
12 Adjust the instock quantity to match the instock quantity on your reconciled physical count sheets. If you are
working with mulitple locations on each item master, adjust each location to match the quantity on the
reconciled physical count sheet.
13 After adjusting the quantity or quantities on the item master, click on the down arrow in the upper right
corner of the screen. This will save your changes and bring up the very next item master on the list for this
manufacturer. When you get to the last item for this manufacturer, click on Save.
14 Repeat steps 11 to 13 for the next manufacturer. Continue this process until you have updated all items in
the system.
15 For items counted that have no item masters in the system, create new item masters and enter the quanti-
ties. You will need to look up costs for these items and enter them as well. Save the item master.
16 After completing the adjusting of the quantities for all item masters, go into Printed Reports and print out a
Salesperson Stock report. Be sure to include Out of Stock Items option and the Reserved List option. At
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the bottom of the report, combine the Current Inventory dollars and the Reserved Inventory dollars. This
figure represents the total dollars of inventory in the Inventory Control module.
17 Your Physical Inventory Count is now complete.
Some other steps that you may want to do:
A After completing the steps above, there may be items in the warehouse or other areas that are not on your
floor. Use the inventory report to verify this and make tags out for these items to bring to the floor.
B Create tags for items that you may have found on the floor that didnt have an item master in the system.
You may also need to make tags for items with an incorrect or missing tag on the floor.
C For items that were sold on the floor and you now have enough inventory in your warehouse to cover the
quantities sold on the floor, remove the sold tag from the items on the floor and adjust the picking location in
the system. To adjust the picking location, complete the following:
1 Click on Special from the meu at the top of the Inventory Control System main menu.
2 Click on Update Delivery Schedule.
3 Enter the invoice number and setup the invoice for delivery (if it is not already setup).
4 Once you have the invoice setup for delivery, select the date you set the invoice up for delivery
so that it displays on screen.
5 Left click on the invoice to highlight it, then right click so that options display.
6 Select the Change Picking Location option from the list. This will display a screen that shows the
quantity and the current location the item is in.
7 Change the location by changing the quantity in that location. For example, if there is currently 1 in
location zero, delete the 1 in location zero and enter 1 in the location the item now resides. The l
ocation numbers run across the top.
8 Click on Save.
9 If you do not need this invoice setup for delivery, again left click to highlight the invoice and then right
click to bring up the options. Left click on Delete this Delivery and answer yes in the window that
appears. The invoice will be deleted from that days delivery and available to reschedule.
Using Bar Code Equipment
Taking a physical inventory with the bar coding system is a fast and efficient process. This process is made
possible by the use of bar codes. A bar code is a series of vertical bars of varying widths. These codes can be
quickly and accurately translated using commercial bar code reading devices. Genesis uses bar codes on
inventory labels and price tags to aid in accurate and efficient tracking of inventory items. The Inventory Control
System automatically assigns these bar code numbers to your Item Masters.
BCI: BCI stands for Bar Code Identification. The BCI number is the actual number that is repre-
sented by the bar code.
Many variations of bar codes exist today. Genesis employs a standard 3 of 9 bar code format. This is a com-
mon format and can be read by virtually any bar code reader.
Overview of the process
A Check bar code integrity
B Verify reserved items
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C Print tags or labels with bar codes for each item in Genesis
D Setup the system
E Scan the inventory
F Transfer the inventory from the reader to your computer
G Reconcile the inventory
H Print the Bar Code Report and correct any discrepancies if necessary
A Check Bar Code Integrity
1 Reorganize master files.
2 Click on Maintenance from the menu at the top of the ICS Main Menu.
3 Click on Advanced.
4 Click on Check Bar Code Integrity. The system will print a report of any problems it may find.
B Verify Reserved Items
Print out Reserved Inventory list and verify that items on the list are still on reserve. Make changes to the
reserve list as needed.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Inventory Listings tab.
4 Select the Reserved Inventory Listing option.
5 Click on Start Printing.
C Print Tags/Labels
If you have already printed tags/labels, you will only need to print them for items changed during the previous
steps.
D Setup the System
Selecting Bar Code Readers
Many different brands of bar code readers are available today. Genesis was developed using
bar code equipment from American Microsystems. Many of the steps Genesis takes when
automatically transferring information from the bar code reader to your PC are designed specifi-
cally for this equipment. You will need:
- Bar code reader with 64K RAM
- PSC Laser Gun for input (wands may also be used, but are less effective)
- PCOM communication software (included with Genesis)
You may decide to use a different brand of bar code reader. In this case you will need to use the
instructions from the manufacturer of the bar code reader for scanning bar codes, and transfer-
ring them to your computer.
The instructions below are written for the American Microsystems M5000 Bar Code Reader.
Hooking up your Bar Code Equipment
Refer to your equipments documentation for instructions. If you are using American
Microsystems M5000 bar code reader, make sure you have completed the following:
A Attach the scanner guns cord into the top of the bar code reader.
B Shut down computer.
C Plug serial cable into COM port at back of computer.
D Plug other end (the end that looks like a phone jack) of serial cable into bar code reader.
Setting up your Bar Code Reader
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Make sure the communications parameters on your bar code reader are setup correctly (see
settings below) as follows:
Bar Code Format 3 of 9
Baud Rate 9600
Data Bits 8
Parity None
Stop Bits 1
Protocol XModem
Note: Set the Serial Port Protocol to None.
Setting up PCOM
Make sure the communications parameters in the PCOM program on your computer match
those in the bar code reader (see settings above).
Pcom is a communications program supplied with bar code reading equipment from American
Microsystems Inc. This program is installed in the \Genesis directory on your system (or alter-
nate directory you may have specified while installing Genesis). Pcom handles the transfer of
information between your bar code reader and your computer.
The communication parameters for Pcom must match exactly those in your portable bar code
reader. Follow these steps on the computer you will use when transferring information to verify
the settings in your PCOM program.
1 Go to the Windows desktop and click on the Start button. Point to programs and then
click on MS-DOS prompt.
2 From the MS-DOS prompt type CD \Genesis and press enter.
3 Type Pcom and press enter. The Pcom menu will be displayed.
4 Press 1 to view the setup screen.
5 Adjust any parameters on your screen as needed. Press the ESC key on your keyboard
when you are through until the MS-DOS prompt is displayed.
6 Type exit and press the enter key to return to Windows.
If you are not using bar code equipment from American Microsystems:
Your bar code reader will place all of the bar code numbers you scan into a file. This file of
numbers is temporarily stored in your bar code reader. It is also used by Genesis to adjust your
inventory stock quantities to the proper levels. Genesis expects to see the bar code numbers in
this file in a specific format. The format is a simple sequential file in ASCII format. One bar code
identification number should be stored on each line in the file with a carriage return (ASCII
character 13) used as a delimiter. This will be the default file format for most bar code scanners
available today.
E Scanning the Inventory
Scan the bar codes on the inventory labels into the bar code reader. Follow these steps (American
Microsystems M5000 readers only):
Important - You must scan at least one complete department each time you take a physical inventory with the
bar code reader. Count every item in the location(s) you desire. Make sure you scan every item from your
selected department(s) including items that are reserved, or on lay away, for customers. Reserved and lay
away items are automatically accounted for and reconciled by Genesis. Do not scan bar codes on group tags,
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as the individual items within the group will be scanned separately.
1 Press the <On> button on the bar code reader. The reader should say Portable Mode Select Function. If
the above prompts are not displayed on the bar code reader, press <Exit> until they are.
2 Press <Func> <Erase>, then <Enter> on the reader. The reader will say Erase All Data Are you Sure?
3 Press <Yes>. The reader will respond with All Data Files Have Been Erased.
4 Press <Exit> until the reader says Portable Mode Select Function.
5 Press <Func><Input><Program P1>. The reader will say ????.
6 Press <Func><Input><Enter><Enter>. The reader will say Enter File Name.
7 You will now need to supply a file name. The name depends on the location you will be scanning. Type INV
and the number of the location you will be scanning (INV0, INV1, INV2, or INV3) and then press <Enter>.
Make sure you scan the appropriate items from each physical location in your store into the appropriate
files. Example: Scan the items in location 0 after supplying INV0 for a file name.
8 The reader will now say ready to scan.
9 Scan the inventory bar codes for the location you have selected now. Do this by pressing the button on the
scanner gun and shining the light over the printed bar code until it beeps. This should cause the readers
display to say Item Number Rec 2 of 2.
10 After you have finished scanning the inventory for your selected location press <Exit> and <Yes> on the
bar code reader. The reader will say Save Data File?
11 Press <Yes> and then <Exit>. Continue to press <Exit> until you see Portable Mode Select Function.
12 Repeat steps 5 through 9 for each location before continuing with the next step. Make sure to supply the
correct file name to your bar code reader for each location.
F Transfer The Inventory From The Reader To Your Computer
Follow these directions to transfer inventory from the bar code reader to your computer only if you are using the
American Microsystems M5000 bar code reader. Consult your Bar Code Readers Users Guide if you are
using other types of readers.
1 Select Communications from the bar code readers main menu.
2 Select Send.
3 Select Data Files.
4 Select Program P1.
5 Select INV0.
6 Select RS232 Serial.
7 Launch the PCOM application from your PC (this application is in the Genesis folder on your computer).
8 Press 3 for Receive File.
9 Enter INV0 and press Enter.
10 When completed your screen will read Completed and the bar code reader will read 100% Complete.
11 Press any key on the bar code reader. It will say Erase Uploaded Data Files? Select No.
12 Exit out of the PCOM program on your PC.
Note: You will need to transfer the uploaded inventory file(s) to the Genesis folder on your server before
proceeding.
G Reconcile Your Inventory
After you have completed a physical count with a bar code system, you can now have Genesis automatically
correct your inventory levels. This process is commonly called reconciling the inventory. These are the steps
Genesis will automatically take while reconciling your inventory:
The In Stock fields on all item masters in your selected department(s) and location(s) are cleared and set to
zero.
All of the items you scanned using the bar code reader are added back into the appropriate In Stock fields
on your item masters.
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The reserved items are deducted from the In Stock quantities on your Item Masters if you have the Re-
served items were scanned option checked.
1 Before proceeding, make sure you have a current backup of your data and that you remembered to save
your uploaded inventory file(s) in the Genesis folder on your server (see previous step).
2 Reorganize your Master Files.
3 Click on Special from the menu at the top of the ICS Main Menu.
4 Click on Barcode Transfer Reporting.
5 A message will appear reminding you of the previous steps. Click OK.
6 Click on the Go icon that appears next to step #1. Note: You must complete step 1 even if you followed
the previous instructions to use the PCOM program to download your data files from the reader. Click
on the Go icon for step one and then close the download window when it appears if you are using the
optional PCOM program to download files from your bar code reader.
7 Click on the Go icon that appears next to step #2.
8 Click on the department and locations you scanned during the inventory count.
9 Make sure the Reserved Items Were Scanned option is checked only if you scanned the barcodes for items
that are reserved for customers (i.e. lay aways, special order items). Genesis will remove these items from
the final in stock totals by referencing the reserved list for each item.
10 Click on the Go icon that appears next to step #4. Your inventory will be automatically adjusted. Tip: The
Go icon for each step will only be displayed after you have completed the required previous steps.
Complete each step in order by clicking on the Go icon that appears after each step.
11 Glick on the Go icon that appears next to step #5. Study this report to find any erroneous changes to your
physical inventory. Each questionable change should be investigated. Look for problems like incorrectly
tagged items and items in your store without bar code labels. Several types of items may be listed on this
report:
A) Inventory BCI # could not... These are inventory bar codes that were scanned properly, but do not have a
matching BCI (bar code identification) number in the computer. Two inventory items are listed on the report
after the invalid BCI number. These are the two items that were actually scanned after the invalid bar code
was encountered. These items serve as an aid to help you physically locate the item in your building. This
type of problem is usually the result of deleting an item master in the computer, recreating that item master,
and not printing a new bar code for the item. You should print a new bar code label for every invalid BCI
number listed on this report once you have identified the item.
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B) No Rsrvd Invoice... These are reserved items that could not be reconciled in the proper physical inven-
tory location because the sales invoice number for the item did not appear on the reserved list for the
matching item master. This may also occur if the sales invoice on the reserved list for the item is erroneous,
or does not match an invoice currently in the history system. Genesis removes the reserved items from
location 0 in these cases.
C) Rsrvd Shortage of... This type of entry appears on the report when when fewer items were physically
scanned than currently appear on the reserved list for an item. This indicates a situation where you do not
physically have items in your inventory that are reserved for customers.
11 If you are ready to update your item masters with the new quantities, click on the Go icon that appears next
to step #6. If not, repeat the previous steps to generate and review a new reconciliation report before
actually performing the reconciliation in this step.
Using the M5900
If you are using the American Microsystems M5900 model, use these instructions.
Install the M5900 Software
You must install the M5900 software on each computer you will use to transfer bar code data to your system.
Your server is often the best choice because it simplifies the process of saving files since your Genesis data
files are stored on that computer (and your downloaded bar code information must also be saved to that com-
puter).
Insert the Installation Disk labeled AML M5900 Portable Data Terminal that you received with your bar code
reader into the CD drive on your computer. Follow the instructions on your screen to install the M5900 software.
You may receive several different warning messages during the installation:
Message Take This Action
.Net Framework 2.0 Must be Installed Click Accept and install the software.
Welcome to M5900 Program Generator... Click Next and install the program generator.
Program is not digitally signed Click Continue Anyway and continue with installation.
Configuring Your Computer for the M5900
The M5900 can connect to your computer via any USB port on your system. Make sure the battery in your
M5900 is fully charged and then follow these steps when connecting the bar code reader for the first time:
1 Connect the included USB cable to the base of the bar code reader in the appropriate port.
2 Connect the other end of the USB cable to a USB port on your computer. Note: Be sure to remember the
port you are using. You will need to use this port each time you connect the reader to your computer.
3 Press the Power button on the reader.
4 Windows will prompt you to install a driver for the reader. Place the CD labeled AML M5900 Portable Data
Terminal in the CD drive for your computer at this time.
5 Windows will ask you a series of questions:
Message On Your Screen Respond with...
Allow Windows to search for driver...? Select Yes, this time only. and click Next
Install the software automatically? Select Yes... and then click Next
...not passed Windows Logo testing... Select Continue Anyway
Scanning Bar Codes
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1 Press the power button on the M5900.
2 Use the arrow keys to select Run Program and then press the Enter key.
3 Press enter again to select program P1.
4 Point the scanner at a barcode and press the Scan button to read the bar code. The scanner will emit a
loud beep each time you successfully scan a bar code. Continue scanning bar codes by pointing the
scanner and pressing the Scan button. Press the ESC key when you have finished scanning. You may
resume scanning if you need to by repeating the above steps.
Tip: To find the last barcode scanned into the scanner, go into the input mode of the program you collected data
under and select the data file you created. When prompted, select to append to the file. That will take you to the
end of collected data. Press func and then the up arrow to go to the previous record. That will show you the last
piece of collected data.
Transferring Bar Code Data to Your Computer
1 Connect the bar code reader to your computer using the supplied USB cable. You must use the same USB
port on your computer that you used when configuring the bar code reader.
2 Locate the M5900 Program Generator icon on your Windows Desktop and then double click on it. The
M5900 Program Generator window will be displayed.
3 On the M5900: Use the arrow keys to select Program Management, Send Data to PC, and then Send Data
Files (see M5900 screen examples below).
4 On your computer: Click on the Receive Capture File button. Click OK when prompted and wait for the
file transfer to finish.
5 A file dialogue window will appear after the transfer is complete. Change the file name in the window to
reflect the inventory location you have scanned and then click on the Save button. The image below shows
the file name that needs to be changed as shown in the following examples.
File Name Examples
Scanning For Inventory Location #1
Save the file as c:\genesis\inv1
Scanning For Inventory Location #0
Save the file as c:\genesis\inv0
Scanning For Inventory Location #12
Save the file as c:\genesis\inv12
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IMPORTANT: The file transferred from the M5900 must be stored in the Genesis folder on your server.
Reconciling Your Inventory In Genesis Advantage
1 Start the Inventory Control System.
2 Click on Special and then select Barcode Transfer/Reconcile from the menu.
3 Follow the instructions on your screen to complete the reconciliation process.
Using the M3000
To complete a physical inventory with bar coding using the M3000 Reader, follow these instructions.
A - In Genesis:
1 In the Inventory Control Module, click on Maintenance and then Reorganize Master Files.
2 Next click on Maintenance, Advanced, and then Check Barcode Integrity.
3 Retag any items needed from report printed after Integrity Check.
4 Exit Genesis.
B - On Reader:
1 Turn on Reader.
2 Select Function and then Input. (The screen will then display Select Program: >Pgm ICS)
3 Select Enter. (The screen will then display Input File: >*New File*)
4 Scroll down (hit down arrow) to find the file (INV0, INV1, INV2, INV3, etc) of the location you will be
scanning. (If you need to enter a new file, select New File and hit enter. Name the file INV?, with the ? being
the location number for your store or the location you are about to scan).
5 Select Enter. (The screen will then display ready to scan)
6 Begin scanning items.
7 When done scanning items, select Exit.
8 Answer Yes to Save data file.
9 Select Exit until display reads Portable Mode Select Function.
C Connect reader to computer with single cable.
1 This cable connects to the communication serial port on the back of the computer.
D On Computer:
1 Enter PCOM program. (This program is located in the Genesis directory)
2 Hit down arrow key on keyboard till Receive File is highlighted.
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3 Hit Enter key on keyboard.
4 Type in name of file to receive (INV0, INV1, INV2, etc).
5 The Next step is to hit Enter on keyboard, but before doing this, complete the following steps on Reader.
E On Reader:
1 Select Function, then Xmit.
2 With display reading Transmit Select >Upload Data, hit Enter.
3 Hit down arrow key till >PGM ICS displays.
4 With PGM ICS on display, select Enter.
5 Hit down arrow key until location file to transfer is displayed (INV0, INV1, INV2, etc).
6 At this point, hit Enter on computer keyboard and then Enter on reader.
The file should transfer. Watch for bytes increasing in window on computer screen and transfer percentage
increasing on Reader.
7 When transfer is complete, hit Exit on Reader.
8 Select save of data file on Reader.
9 Select Exit until display reads Portable Mode Select Function.
Transfer is now complete. If you uploaded the INV file or files onto a workstation, you will need to copy the
INV files over to the Genesis folder on the server.
F On Computer:
1 Hit Escape key on keyboard until out of PCOM program.
2 Go into Genesis and Inventory Control Program.
3 Click on Maintenance.
4 Click on Reorganize Master Files.
5 Click on Special from top Menu bar, and then Barcode/Transfer Report.
6 Click on Okay.
7 In section number 2, highlight all departments that you scanned.
8 Chose whether you scanned reserved items.
9 Select the location(s) scanned.
10 Click on Start. (Software will go through process of updating Item Masters with new inventory count).
11 Exit out to Main ICS screen.
12 Manually correct any Item Masters software could not reconcile (If this is needed, you will receive a report
at the end of the reconciling process showing which items the software could not reconcile. The report will
show a barcode with the barcode number that it could not reconcile, and then the two items you scanned
immediately prior to the item in question. This is to help locate the item on the floor so you can determine
which item needs to be manually recounted).
13 Click on reports, Printed Reports, Barcode Report.
14 Click on Print. (This will print out a comparison report of previous inventory and new inventory and the
change in quantities. This can be used to spot large differences, which may be trouble spots).
15 (Optional) After completing the reconciliation and manual adjustments (if needed), print out a Salespersons
Stock report. Be sure to include the options for Out of Stock items and Reserved quantities when printing
the report. This report will give you all the items now in inventory along with inventory figures.
The physical inventory process is now complete.
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Additional Inventory Management Options
Using Mini-Scanners
Miini-Scanners fit in the palm of your hand and can improve productivity in a variety of ways. The new Mini-
Scanner from Symbol Technologies can be used with Genesis. Please contact us for more information. The
Mini-Scanners can be integrated with Genesis in the following ways:
Point of Sale Scanning Your sales people can carry the Mini-Scanner with them on the sales floor and
scan the items a customer decides to purchase. A minus button on the scanner allows them to easily
delete an item. Once they have selected the desired items they return the scanner to the computer and
place it in a cradle. The items are instantly entered on the sales invoice and the scanner is ready for its
next use.
Creating New Purchase Orders Scan items in your inventory and instantly create a purchase order for
those items.
Receiving Purchase Orders Use your Mini-Scanner to receive a purchase order in seconds. Simply scan
your bar codes, connect the Mini-Scanner to your computer (using a convenient cradle), and the quantities
on your purchase order are instantly adjusted.
Creating Inventory Transfers Scan the items you want to transfer using your Mini-Scanner and Genesis
will create the transfer order using your scanned items.
Receiving Inventory Transfers Use the Mini-Scanner to scan transferred items as they are received and
instantly verify that the correct items were received into the new location.
Note: The Mini-Scanners are not used for reconciling inventory.
Setting Up the Mini-Scanner
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The Mini-Scanner includes a cradle that connects to your computer through the serial port on the back of your
computer. Follow the instructions included with your Mini-Scanner for details about how to connect the cradle to
your computer. You must also activate the mini-scanner in the Genesis ICS Setup program. Follow these steps.
1 Launch the ICS Setup program.
2 Click on Misc. Options.
3 Click on the Detail Options tab.
4 Click on the Scan Barcodes with Symbol 2000 on option.
5 Select the communications port your scanner is connected to from the drop down list. Tip: The communica-
tions port will usually be COM1.
6 Click Save.
Using the Mini-Scanner
Be sure to scan only bar codes you have printed using Genesis. Bar codes that are preprinted by the
manufacturer may contain erroneous information.
Scan items by aiming the scanner at each bar code and pressing the + button (the + button is the larger
button near the top of the scanner). . The scanner will emit an audible beep when the bar code has been
successfully scanned.
Delete a bar code from the scanners memory by aiming the scanner at a bar code and pressing the -
button. The scanner will emit an audible beep when the bar code has been successfully scanned.
Clear all of the bar codes from the scanners memory by pressing and holding the - button until you hear a
beep.
At Point of Sale
1 Remove the Mini-Scanner from its cradle and scan the items your customer has decided to purchase. Be
careful not to scan more than 30 items for any single sales invoice.
2 Place the scanner in its cradle once you have finished scanning bar codes.
3 Launch the Inventory Control System.
4 Click on Sales Invoices.
5 Click on New.
6 Click on the Qt. Column header. Genesis will automatically retrieve the items you have scanned with the
Mini-Scanner and place them on your sales ticket. You may change the items on your sales invoice, or add
more items, using normal item selection methods.
7 You will be asked if you want to clear the contents of the Mini-Scanner. You should normally select Yes at
this point to remove the scanned items so it is ready for its next use.
8 Complete the rest of the fields on the invoice and save as you normally would (refer to page #94 Creating
a New Invoice for instructions).
To Create New Purchase Orders
1 Remove the Mini-Scanner from its cradle and scan the items you want to order.
2 Place the scanner in its cradle once you have finished scanning bar codes.
3 Launch the Inventory Control System.
4 Click on Purchase Orders.
5 Click on New.
6 Click on the Qt. Column header. Genesis will automatically retrieve the items you have scanned with the
Mini-Scanner and place them on your purchase order. You may change the items on your purchase order,
update quantities, or add more items, before saving the purchase order.
7 You will be asked if you want to clear the contents of the mini-Scanner. You should normally select Yes at
this point to remove the scanned items from the Mini-Scanner and prepare it for its next use.
8 Complete the purchase order fields as normal (refer to page #137 Creating Purchase Orders for instruc-
tions).
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To Receive a Purchase Order
1 Remove the Mini-Scanner from its cradle and scan the items you are receiving.
2 Place the scanner in its cradle once you have finished scanning bar codes.
3 Launch the Inventory Control System.
4 Click on Purchase Orders.
5 Click on Receive.
6 Double-click on the purchase order you wish to receive. The purchase order will be displayed.
7 Click on the Qt. Column header. Genesis will automatically retrieve the items you have scanned with the
Mini-Scanner and adjust the quantities on your purchase order. You may also make manual adjustments at
this time.
8 You will be asked if you want to clear the contents of the Mini-Scanner. You should normally select Yes at
this point to remove the scanned items from the Mini-Scanner and prepare it for its next use.
9 Complete the receiving process as normal.
To Create a Transfer Order
1 Remove the Mini-Scanner from its cradle and scan the items you want to transfer to a new location.
2 Place the scanner in its cradle once you have finished scanning bar codes.
3 Launch the Inventory Control System.
4 Select Special from the menu at the top of the window.
5 Select Transfer Inventory Items.
6 Click on New.
7 Click on the Qt. Column header. Genesis will automatically retrieve the items you have scanned with the
Mini-Scanner and place them on your transfer order.
8 You will be asked if you want to clear the contents of the Mini-Scanner. You should normally select Yes at
this point to remove the scanned items from the Mini-Scanner and prepare it for its next use.
9 Complete the transfer order as normal.
To Receive a Transfer Order
1 Remove the Mini-Scanner from its cradle and scan the items you are receiving into a new location.
2 Place the scanner in its cradle once you have finished scanning bar codes.
3 Launch the Inventory Control System.
4 Select Special from the menu at the top of the window.
5 Select Transfer Inventory Items.
6 Click on Receive.
7 Double-click on the transfer order you are receiving.
8 Click on the Qt. Column header. Genesis will automatically retrieve the items you have scanned with the
Mini-Scanner and adjust the quantities on your transfer order. A warning message may appear on your
screen if you have scanned items that are not part of the currently displayed transfer order. You should
investigate the status of these items and make corrections to the transfer order as needed.
9 You will be asked if you want to clear the contents of the Mini-Scanner. You should normally select Yes at
this point to remove the scanned items from the Mini-Scanner and prepare it for its next use.
10 Complete the receiving process as normal.
Bin Location Tracking
Genesis provides limited support for managing bin locations for inventory items. Each item can be tracked in up
to 40 bin locations. The item is assigned to a bin location during receiving, and removed from the bin location
when entering a sales invoice or when delivering items. Please note that bin location tracking cannot be used
simultaneously with serial number tracking in a single department.
Activating Bin Location Tracking
1 Launch the ICS Setup Module.
2 Click on Inventory Departments.
3 Click on the check boxes in the Serial Number and Bin Tracking columns for each department in which
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you want to track bin locations. Note: Both columns must be checked to activate bin location tracking.
However, serial number tracking and bin location tracking cannot be used simultaneously for a single
department.
4 Click on Save.
Selling an Item with Bin Tracking Activated
Genesis will prompt you to select the bin locations for an item after you have entered it on a sales invoice.
Simply select a bin location from the list on your screen when prompted. The bin location will appear in the
sidemark notes for that item.
Delivering an Item with Bin Tracking Activated
To assign the bin location number when delivering the invoice instead of when creating the invoice, just click on
Cancel when the bin location selection window appears when saving a new invoice. Then, when you are
ready to deliver it, bring up the invoice containing the item on the Record Delivery screen. Right-click on the
item to select the bin location and then record the delivery as normal.
Receiving an Item with Bin Tracking Activated
Genesis will prompt you to enter bin locations for each item after you click on the Receive button. Type in the
bin locations and then click OK when you are prompted.
Reports with Bin Tracking
The bin location for items appears on several reports throughout the system:
View Items Screen Click on an In Stock quantity to view the bin locations.
Picking List The bin location for each item appears with each item on the Picking List.
Stock Reports The bin locations appear below each item on the reports.
Using the Mini Scanner to scan Bin Numbers
You may use the Mini Scanner to automatically insert bin locations onto sales invoices and when receiving
purchase orders. To do so, scan an items bar code and then its bin numbers bar code. Then scan the next
items bar code and then its bin numbers bar code. Keep alternating in this manner until all desired items are
scanned. When you place the items into Genesis, you will be asked if bin numbers were also scanned. Select
Yes.
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Serial Number Tracking
Serial number tracking must be activated in the ICS Setup program if you want to track serial numbers in an
inventory department. The serial number window contains a list of the available serial numbers for the items
currently in stock. The serial number list is updated automatically when:
Entering Sales Invoices - The list of available serial numbers appears while selecting items for a sales
invoice. You can select the serial number for the item at this time and remove it from the list of available
serial numbers. The serial number is then stored with the sales invoice in the history system.
Delivering Sales Invoices - You may also select the serial number when recording the delivery of an item.
The list of available serial numbers can be accessed from the delivery screen by right-clicking on an item.
You can select the serial number for the item at this time and remove it from the list of available serial
numbers. The serial number is then stored with the sales invoice in the history system.
Receiving Purchase Orders - The list of serial numbers appears while receiving an item into inventory. You
can add more serial numbers to the list while receiving the items into stock. Please note that the serial
number does not appear for special order items because these items are reserved for customers and are
not in stock and available for sale.
Instructions For Manually Updating The Serial Number List
1 Display an Item Master on your screen using the steps for Changing an Item Master.
2 Click on the Serial #s button.
3 Make any changes you desire to the serial number list on your screen:
a) Add a Number - Move to the first open line and type the serial number.
b) Changing a Number - Move to the appropriate line and change the serial number.
c) Removing a Number - Use the delete key to erase the number.
4 Click on Save.
5 Click on Save on the Item Master Screen.
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Bar Code Catalog
A Bar Code Catalog can be a useful reference tool at point-of-sale or when taking physical inventory counts
with a bar code reader. Follow these instructions to create a Bar Code Catalog using Genesis and Microsoft
Excel. Note: Please refer to the Microsoft Excel User Manual if you are unfamiliar with the software.
1 Launch the Inventory Control System.
2 Select Maintenance from the menu at the top of the ICS Main Menu.
3 Select Advanced.
4 Select Export to Text File.
5 Select Item Masters at the What do you want to export? prompt.
6 Select any other desired criteria.
7 Click on the Bar Code I.D. Number option and then click on the Printable BCI#s option.
8 Click on Export. Note the location and name of the exported file when it is displayed on yor screen.
9 Launch Microsoft Excel and open the exported file. You should be able to use the default options for open-
ing the file.
10 Highlight the entire column that contains the Bar Code I.D. numbers.
11 Click on Format and then Cells. Click on the Font tab to display the font selection tab.
12 Scroll to the top of the font list and select the font names 39251 and click OK.
13 Print your catalog.
Item Photos
Genesis provides you with an easy way to view or print a picture of an inventory item. This is accomplished by
associating a computer graphics file with a particular item.
Supported Graphics File Formats
BMP (Windows bitmap), .JPG (compressed), .GIF (compressed), .WMF (Windows metafiles)
Obtaining Picture Files
You can use a flatbed scanner or digital camera to store picture files on your computers hard disk drive. The
majority of scanners and digital cameras will include software that you can use to save images on your
computers hard disk drive.
Always save the pictures you intend to use with Genesis in the \genesis directory on your servers hard disk
drive. Be sure to give your pictures names that reflect the nature of the picture when saving to disk. For ex-
ample, you might save a chair with a model number of 1001 as \genesis\1001.jpg.
Assigning a Picture to An Item Master
1 Click on Item Masters from the Inventory Control System Main Menu.
2 Click Change and then take the needed steps to display an Item Master on your screen.
3 Click on the Picture icon (next to the Description field) to display a list of the pictures currently available.
4 Double click on a picture in the list of pictures (the pictures listed will be the files you have saved in the
Genesis folder on your server with the correct format).
5 Click Save. The picture file is now assigned to the Item Master.
Viewing an Item Picture
Item pictures can be viewed in several places:
View Inventory Items - Click on an item number while viewing inventory information to display a picture of
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that item.
Fast Find - Highlight an item in your Fast Find list and then right click with your mouse button. Select the
View Picture option from the pop-up menu on your screen.
Sales Invoices or Purchase Orders - Highlight an item in your item number list and then right click with your
mouse button. Select the View Picture option from the pop-up menu on your screen.
Printing a Picture
Double click on a picture whenever it is displayed on your screen to print a copy of the picture. Genesis will
print to the default printer for the computer you are currently using.
Printing the Item Master Picture Report
1 Click on the Reports button, select Printed Reports and then select Item Masters Listings.
2 Select the Item Picture List option.
3 Select any combination of departments, manufacturers and locations.
4 Click on Print Preview if you want to view the report on your screen.
5 Click Start Printing. All items that have a valid picture file attached will appear on the report.
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Inventory Management Reports
Genesis provides many different reports to help you efficiently manage your inventory. Note: Some reports have
already been reviewed in other sections of this manual. For more information on report options, see chapter 17.
Manufacturers Comparison
This report compares inventory, on order, and sales performance levels between manufacturers. Use this report
to compare sales performance between your suppliers. Review your current stock and on order positions for
each manufacturer and adjust your buying plans accordingly. This report includes:
Current inventory dollars by manufacturer.
Current on order dollars by manufacturer.
Total year to date sales in dollars by manufacturer.
Total year to date sales from special orders by manufacturer.
Advised inventory level for each manufacturer based upon your target turnover rates.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on On Screen Reports.
3 Click on the Manufacturers Comparison tab.
4 Select any desired criteria and click View Report.
Current Inventory Summary & Open to Buy Report
This report provides an analysis of your current inventory position by department. An analysis of your open to
buy position is also displayed. Study the over/under figures on this report and adjust your purchasing accord-
ingly. More importantly, review the open to buy summary and adjust your short term buying plans for the next 3
months to avoid inventory surplus/shortage problems.
Current inventory dollars by department.
Percent of current inventory by department.
Average inventory dollars by department (year to date).
Inventory Overstock, or Understock totals by department.
Open To Buy Analysis.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on On Screen Reports.
3 Click on the Current Inventory Summary tab.
4 Select any desired criteria and click View Report.
5 The summary report will be displayed. Click on Next to view the Open to Buy report.
6 Click on Back when you are finished viewing the report.
What is Open To Buy?
Open To Buy is a powerful tool you can use to determine how much inventory to buy, or not buy, over the next
few months in order to keep your inventory levels at their ideal levels. Calculating Open To Buy levels involves
several steps that are too time consuming to be completed manually, but can be calculated by Genesis in just
seconds. Heres how Open To Buy levels are calculated:
1 Genesis adds up the total dollar value of your current inventory in each department.
2 The total current inventory level in each department is compared against the ideal inventory level for that
department. The difference is your current adjusted inventory amount (in dollars).
3 Your open purchase orders are grouped by due date. Genesis then calculates the total amount of inventory
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scheduled to arrive in each of the next three months. Separate totals are calculated for each department.
This is the amount by which you can expect to increase your inventory levels in each of the next 3 months.
4 Genesis determines your average monthly sales by department. This figure is provided on sales analysis
reports and is stored in the Inventory Setup program to avoid distortions caused by year end closings.
Genesis will estimate that your inventory is reduced in each of the next 3 months by this average amount.
5 All of the information from steps 1-4 is assembled, added, and displayed on your screen in an Open To Buy
report. A negative dollar amount means you are overbought for that particular department and month. It
might be a good time to look at cancelling some orders. A positive dollar amount for a department and
month combination means you can buy that much merchadise (in total dollars) without become over/under
inventoried. Open to Buy can be summarized as:
Current OTB = Current Adjusted Inventory + Estimated Receiving of Merchandise1 - Average Sales
(Figures are averages for each month in the three month forecast period. Carry overs/unders are included
in monthly amounts.).
Item Summary Report
This report provides a convenient listing of items from any combination of manufacturers. You can also use
querying features in this report to view information for certain types of items (like sofas, or tan sofas, etc.) The
units in stock, on order and sold year to date are listed for each item. In addition, the date of last sale, sales rate
in days, GMROI, and landed costs are listed for each item.
Use this report to study the performance of individual items. You can also study the performance of similar
items from different suppliers by checking the Select items by matching words... option. Enter a key word that
appears in the item number, or description, fields for the items to group them all on one report. You can enter
search criteria in any of the three fields on your screen.
Total dollar amount in stock.
Total dollar amount on order.
Total dollar amount sold month to date.
Total dollar amount sold year to date.
Total number of units sold month to date, and year to date.
Average profit margin for items on the report.
Average GMROI for items on the report.
Instructions:
1 Click on Reports from the ICS Main Menu.
2 Click on On Screen Reports.
3 Click on the Item Summary tab.
4 Select any desired criteria and click View Report.
About the Sales Rate in Days
The number listed in the Rate column is the average number of days between sales for that particular item. It
only include items sold from stock (special orders are not included in the calculation). An example of how it is
calculated follows:
Date Action Sale Rate Notes
03/01/02 Item sold from stock 0
03/21/02 Item sold again from stock 20
03/30/02 Item sold as a special order 20 Special orders have no affect
05/01/02 Item sold again from stock 30 20 days +40 days divided by 2
Floor Stocking Report
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This report provides a convenient way to see items that are in your warehouse, but not on the sales floor. This
ensures that items are not forgotten or kept out of sight from potential customers.
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Inventory Listings tab.
4 Select the Floor Stocking Report option.
5 Select any desired criteria and click View Report.
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Sales & Marketing Functions
Printing Price Tags & Labels
Genesis provides many options for printing tags and labels:
Print borders and graphics (such as your company logo)
Print preview your tag design while designing it
Place any piece of information anywhere on the tag
Maintain an infinite number of tag styles
Accessing the Price Tags & Labels area
1 Click on Reports from the ICS Main Menu.
2 Click on Price Tags & Labels.
Choose Your Printing Materials
The type of printer you purchased for printing tags and labels determines the type of materials you will use.
Labels - Dot matrix printers use ordinary 3 1/2" by 15/16", 1-wide, mailing labels. These labels are available
at virtually any office supply store. Laser printers use 3-wide laser labels with 30 labels per sheet, or 2-wide
labels with 10 labels per sheet. Make sure you specify Avery form # 5160 or compatible for 3-wide labels, or
Avery form #8163 (or compatible) for 2-wide labels.
Display Tags - Please check with your printer manufacturer for guidelines about what size and weight of
paper stock can be used in the printer. Most printers have a minimum paper length that is required for the
printer to pull the paper through the printer. In addtion, most printers will have a maximum paper weight (or
thickness) for material that can be fed through the printer.
Display tags for laser printers should not have perforations or pin feed holes on the sides of the tags. Your
company logo and any other desired graphics can be preprinted on the tags. It may also be helpful to have
the tags precut to your desired dimensions if your laser printer can manage smaller paper sizes. Check the
hardware specifications on your printer for any special paper requirements.
Note on Dot Matrix Printers: Genesis uses graphics methods for printing display tags. The printing speed on
dot matrix printers is very slow. Dot matrix printers are not reccommended for tag printing.
bar code - A series of vertical lines of varying widths. Bar codes can be used to represent
various combinations of numbers and letters.
Setup Your Printer
Genesis can print display tags on any printer that uses a Windows printer driver. A Windows printer driver is a
small program supplied by the printer's manufacturer that controls the printing functions of the printer. Here are
the basic types of printers you can use for tag printing:
Laser Printer - These printers usually have the fastest printing speed, and have the lowest cost per printed
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page. Laser printers produce tags that are crisp and attractive in appearance. You should have your price
tag stock cut to size for use with a laser printer.
Ink Jet Printer - These printers produce attractive display tags, but the cost per printed page is typically
triple that of laser printers. These printers can print in color (if you include a graphic on your tag), but the
print speed is usually slower than that of laser printers. You should have your price tag stock cut to size for
use with a ink jet printer.
Receipt Printers - These printers are ideal for printing very small price tags, or price tag labels. The quality
of the labels is excellent (especially when using thermal transfer technology). The print speed can be very
fast with these types of printers. Please note that tag printed on thermal transfer paper will fade when
exposed to sunlight.
Dot Matrix Printers - Dot matrix printers are not reccommended for tag printing due to very slow printing
speeds and marginal quality.
You will need to tell Genesis what kind of printer you are using, and how the printer is attached to your com-
puter before you print tags, or labels, for the first time. Note: The printer setup you have selected for your
reports is different from the printer setup you will specify for tag printing. This allows you to select one type of
printer for reports, and another type of printer for price tags.
Instructions
1 Click on the Tag Printer Setup tab.
2 Select the printer you want to use for tag and label printing from the list of printers on your screen. Consult
Windows Help for more information about installing printer drivers if your desired printer does not appear on
the list.
3 Click on the Tag Printing tab to return to tag printing.
Select Your Design Options
Price Tag Design Options:
You can create an infinite number of tag styles and give each a unique name (e.g. Sale Tag or Lamp Tag).
Follow these steps to create a new price tag format.
1 Click on Reports from the Inventory Main Menu and then Price Tags & Labels.
2 Click on the Label Format Options tab.
3 Click on the Click here to design display tags button. The Tag Format window will be displayed on your
screen with the following options:
Back - Return to the tag printing main screen.
New - Create a new price tag format. You can create thousands of price tag formats and use them
to print display tags at any time.
Change - Modify the printing settings for a previously created display tag.
Delete - Delete a previously created tag format from the system.
4 Click on New.
5 Complete the fields on the screen. Refer to the information below these instructions for additional assis-
tance on the individual fields.
6 Click on the Tag Details tab.
7 Complete the fields on the screen. Refer to the information below these instructions for additional assis-
tance on the individual fields.
Tip: A Preview button will appear at the bottom of your screen while you are updating a tag format. Click on this
button to see what your tag will look like when it is printed on your printer. Click on the Close button inside the
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preview window when you are finished viewing the tag. You can click on the Preview button at any time while
entering setup information for your tag.
C Field Detail - General Tag Layout Tab
Tag Name - Give your tag format a name (i.e. "Sale Tag", or "Medium Size Tag").
Dimensions - Enter the height and width of your tag in inches. Your tag must be at least
.5 inches tall, and .5 inches wide. Don't specify a size larger that your printer can physi-
cally printer (8.5" wide by 11" tall in most cases).
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Margins - You can move all of the printed information on your tag a specified distance
from the top of the page, and from the left side of the page. These are referred to as
printing margins. Enter the distance you would like to move the tag from the top margin,
and from the left margin in inches. This setting is optional.
Lines and Borders - You can print a border around your tag and up to 2 horizontal lines
on your tag.
Border Printing - Click on the "Print a Border" check box and the select the width of
your border. Genesis will print a border around the edge of your tag that is slightly
smaller than the height and width you have selected for the tag.
Horizontal Lines - Click on the "Print Horizontal Line" check box to print a horizontal
line on your tag. You can specify where the line will appear on the tag by entering a
number of inches at the "From Top" prompt. Your entry at this prompt tells Genesis how
far to scroll down the tag (in inches) before printing the line. The line prints from the left
edge of your tag, to the right edge of your tag.
Graphics - Click on the "Include Logo" check box to print a graphics image on your
price tag (i.e. your company logo). Specify the graphics image you want to use by
clicking on the pull down button that appears below the "Include Logo" prompt. Genesis
supports .bmp, .jpg, and .wmf graphics files. Use the "Left" and "Top" prompts to position
the graphics image on your tag. Enter the number of inches the image should appear
from the left edge of the tag, and from the top of the tag, at these prompts.
C Field Details - Tag Details Tab
Select any combination of detail items to appear on your price tag. Then specify the exact location of each
detail item and its font type and size. You will need to specify the following for each detail item you include:
Left - Enter the number of inches the detail item should print from the left edge of the tag.
Top - Enter the number of inches the detail item should print from the top of the tag.
Font - Click on the pull down button to select the font for the detail item. You can choose from any font
currently installed on your computer. Consult Windows Help for information about using fonts.
Size - Enter the printing size of the detail item in points (72 points equals 1 inch). This setting determines
how large, or how small, the printed information will be.
You can specify the location of each detail item by entering the number of inches it should print from the left
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edge of the tag, and from the top edge of the tag (in the Left and Top columns respectively). Follow these
guidelines when setting up the detail items on your tag:
Suggested Price - The dollar amount that is printed for Suggested Price is determined
by your settings for suggested price on the Pricing Options tab. You may want to use
one of the Miscellaneous Text detail options to print text like "Suggested Price$", or
"Manufacturer's List $" adjacent to the Suggested Price.
Selling Price - The dollar amount printed for Selling Price is determined by your settings
for selling price on the Pricing Options tab. Genesis will print any added cents (if en-
abled in your selling price settings) at approximately 45% of the font size you specify for
the selling price. You may want to use one of the Miscellaneous Text detail options to
print text like "Our Price$", or "Only $" adjacent to the Selling Price.
Other Price #1 - Select this option to print price #1 from the Item Master Pricing Win-
dow on your tag.
Other Price #2 - Select this option to print price #2 from the Item Master Pricing Win-
dow on your tag.
Other Price #3 - Select this option to print price #3 from the Item Master Pricing Win-
dow on your tag.
Extended Desc - Select this option to print the extended description from the Item
Master on your tag. The extended description can be lengthy so be sure to leave plenty
of room on the tag for printing this detail information.
Product Label - The product label consists of the department number, manufacturer
number/name, item number, description, coded costing information, and bar code
identification number for each item. All of this information prints on 2 lines. Select this
option to print the product label information on the tag. Tip: You should usually select at
least this option when setting up tag formats.
Bar Code - Choose this option to print the appropriate bar code for the item on the tag.
Please be aware that font sizes below 12 points may not be easily scanned with some
barcoding equipment. You should also select font "39251" when choosing a font for bar
codes. This font is supplied with your Genesis installation disk.
If you do choose to include bar codes on your tags or labels, you should periodically
check the Bar Code Integrity of your itmes. Use this option to correct any damaged files
in the bar code system. Genesis will automatically scan your inventory items and correct
any invalid bar code identifictaion numbers it encounters. A list of items with corrected
bar code numbers will be printed. You should generate new bar code labels and apply
them to any item on the printed list. Follow these instructions.
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Advanced.
3 Select Check Bar Code Integrity.
Note: If necessary, you can change the bar code number that Genesis automatically
assigns to Item Masters, to any combination of letters and numbers. This allows you to
change the BCI code on an Item Master to match a manufacturers preprinted bar code
(e.g. a UPC code). This change can be done through the Item Master area.
Add On Items - Check this box to include add-on items for an Item Master on the price
tag (Note: The item master must have add-on items assigned in order for them to print
on the price tag). Choose a location, font and font size for printing the add-on items. Tip:
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You may also want to use one of the miscellaneous text options on this setup screen to
provide a header for the add-on items that print on the price tag.
Miscellaneous Text - Additional fields appear at the bottom of the detail item list. You
can use these fields to print miscellaneous text anywhere on your tag. This includes
things like "Suggested Price $", "Selling Price $", or "Super Spectacular Sale".
Hide Manufacturer Name/Reverse Item Number - This is helpful in preventing price
shopping from consumers and competitors.Check this option to exclude the manufac-
turer name and print the item number characters in reverse order. The number for the
manufacturer will be printed, but the name will be omitted. Here is an example of what a
label might look like with, and without, this option selected:
Not Selected Selected
Dep: 0 Acce Dep: 0 Acce
Mfg: 8 ASHL Mfg: 8
Item: 440-40S Item: S04-044
Desc: CURIO Desc:CURIO
Print to a Receipt Style Printer (1-wide) - This setting is required for printing to a receipt
style printer, or other printers that print on continuous feed paper. Selecting this option
insures that the price tag will be printed in the correct length.
Label Design Options:
The Label Format Options tab contains options that affect how inventory labels and price tag labels are printed.
These options affect how information is printed when:
"Labels" is selected on the Tag Printing tab.
"Price Tags" is selected on the Tag Printing tab and the option titled "[Use Labels for Price Tags]" is selected
from the list directly below the Price Tags option.
Please note that price tag labels are different than the labels that print on the display tags. Price tag labels are
designed to be printed on 2-wide, or 3-wide, label stock (see Choosing Printing Material).
Instructions:
1 Click on the Label Format Options tab. Note: If the options on this screen are not available, you will need
to click on the Tag Printing tab and select either Labels or Print Price Tags as Labels.
2 Click on Save.
Field Detail - Label Design Options
Include Bar Code - Check this option to include a bar code with the printed labels.
Hide Manufacturer Name/Reverse Item Number - This is helpful in preventing price
shopping from consumers and competitors.Check this option to exclude the manufac-
turer name and print the item number characters in reverse order. The number for the
manufacturer will be printed, but the name will be omitted. Here is an example of what a
label might look like with, and without, this option selected:
Not Selected Selected
Dep: 0 Acce Dep: 0 Acce
Mfg: 8 ASHY Mfg: 8
Item: 440-40S Item: S04-044
Desc: CURIO Desc:CURIO
Print 3-Wide Labels - Select this option to print 3 labels per row on Avery #5160 label
sheets.
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Print 2-Wide Labels - Select this option to print 2 labels per row on Avery #8163 label
sheets. These labels use larger characters and are especially easy to read from a
distance.
Select Your Pricing Options
Genesis gives you a great deal of flexibility in determining the prices that will appear on your price tags. Gen-
esis prints three types of prices on each tag:
Suggested Price - This is the manufacturers suggested price.
Selling Price - The price at which you are selling the item.
Coded Prices - Up to 3 coded price levels can appear at the bottom of every price tag. These prices are
useful for printing the item cost, or a minimum selling price, in coded form on the price tags.
Instructions
1 Click on the Pricing Options tab.
2 Complete the fields. Refer to the information below these instructions for additional assistance on the
individual fields.
C Field Detail Pricing Options Screen:
Suggested Retail Price - Select one of the five options for your suggested price:
Item Master Price #1 - Use price level #1 from the pricing window when printing the
suggested price for each item.
Item Master Price #2 - Use price level #2 from the pricing window when printing the
suggested price for each item.
Item Master Price #3 - Use price level #3 from the pricing window when printing the
suggested price for each item.
Custom Price - Print the suggested price as a multiple of the landed cost for the item.
For example, suggested price equals landed cost times 2.25. You must complete the
Suggested Price = Cost times prompt if you select this option.
Omit Suggested Price - Do not print a suggested price on the price tag.
Print Suggested Price and $ on Tag - Check this option if you are printing to a receipt
style printer that does not contain forms with printed logos and titles. Genesis will then
print the text Suggested Price next to the suggested retail price, and place a $ in front
of the selling price. You should also select the option for printing 1 price tag per page on
the formatting tab if you are using a receipt printer for tags.
Selling Price Calculation - Select one of the five options for your selling price:
Enter a single digit (0-9) at the "Round Prices to this number (1-9)" prompt to automati-
cally round your selling prices to the nearest amount ending with that digit. The rounding
is completed after the selling price is assigned, or calculated. Examples: Entering a "9"
at this prompt rounds $372 down to 369 and $375 is rounded up to 379. Enter a 0 at this
prompt to disable the rounding feature.
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Enter two digits (01-99) at the "End prices with these cents (01-99)" prompt to add those
cents to the selling price of each item. Example: Entering "88" at this prompt causes
each price to be printed with 88 cents after the selling price ($65.88, 899.88, etc.).
Entering "0" at this prompt disables this feature on display tags, but allows any cents
amount entered on your item master selling prices to be printed when you select the
option to "Print Labels as Price Tags".
Enter a discount percent (01-99) at the "Markdown price by this percent (1-99)" prompt
to reduce the prices printed on your tags. Example: Enter 5 at this prompt to reduce the
printed selling price of each item by 5 percent. An item with a selling price of $100 would
print a selling price of $95 on the price tag. This option does not affect the pricing infor-
mation in your system. It only changes the way the pricing is printed. This option is ideal
for special sales events when items are marked down by a specific percent for the sales
event.
Note: Rounding the selling price, adding cents to the selling price, or marking down the
selling price does not alter any pricing information in your system. It simply changes the
way the tag is printed. Please note that rounding of prices takes place after a discount to
the selling price has taken place (when applicable).
Select one of the options for your selling price:
Item Master Price #1 - Use price level #1 from the pricing window when printing the
selling price for each item.
Item Master Price #2 - Use price level #2 from the pricing window when printing the
selling price for each item.
Item Master Price #3 - Use price level #3 from the pricing window when printing the
selling price for each item.
Item Master Target Price With Options - Print the $ Sell price from each Item Master and
apply any rounding options you select (as described above):
Round Prices - Enter a digit you want to round your prices to. For exmple, enter
9 to round each price to the nearest 9. Examples: 247 would be rounded to 249,
242 would be 239. Enter 0 to disable this option.
End Prices With Cents... Enter a number the number of cents you want printed
after every tag. Example: Enter 95 to have every price end with 95 cents. Enter 0
to disable this option.
Markdown Prices... Markdown the $ Sell price by your specified percent and
print this price on the tag. This is helpful for promotions where every item is
reduced by a specific perecentage rate. This does not affect the information
stored on your item master. It only affects the price printed on the tag.
Item Master Target Price Without Options - Print the $ Sell price from each Item Master
exactly as it appears on the Item Master. The options for adjusting the printed price (i.e.
rounding, ending with) are not available when this option is selected.
Custom Price - Print the suggested price as a multiple of the landed cost for the item.
For example, suggested price equals landed cost times 2.25. You must complete the
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"Suggested Price = Cost times" prompt if you select this option.
Coded Prices - Select a coding method for your coded prices:
Standard Coding - Your coded prices are printed as numbers with a single digit inserted
in front of each coded price.
If your prices for prices #1, #2, and #3 are: $89, $200, $3001
Your printed price code will look like this: 189-2200-3300
Alpha Coding - Each digit of the price is translated into a letter. Your coded prices print
as series of letters instead of numbers. Here is an example using the letters
OASKMYWIFE to represent the digits 0 through 9.
If your prices for prices #1, #2, and #3 are: $89, $200, $300
Then your printed price code will look like this: FE-SOO-KOO
Custom Price - Each of the coded costs is the landed cost for an item times an arbitrary
numeric multiplier. For example, coded price #1 could be landed cost times 1 (for landed
cost) and coded price #2 could be landed cost times 1.72 (representative of a 41% profit
margin). Enter the multiplier you would like to use for each of the three coded prices.
General Options
Minimum Number of Tags or Labels - Genesis will print multiple tags or labels for each
item. The number of tags is determined by the method you have selected for printing
tags:
Item Masters - The quantity of tags will equal the number of units in stock for the
locations you have selected.
Purchase Orders - The quantity of tags will equal the number of units in the Qt.
column for each item on the purchase order.
Receiving Batch - The quantity of tags will equal the total number of units re-
ceived for each item since the last time tags were printed using this method.
Old Stock Report or Floor Stocking Report - The quantity of tags will equal the
units appearing in the Qt. column on each respective report.
You can force Genesis to print a minimum number of tags for any item by typing
a number at this prompt. For example, you can print at least one tag for every
item you select by placing a 1 at this prompt. Tip: Make sure the Minimum
Number of Tags prompt is set to zero if you are trying to print tags and labels for
a specific location.
Maximum Number of Tags or Labels - Enter the largest quantity of tags to print for any
selected item. Use this to limit the number of tags printed for your selected items.
Print Tags
1 Click on the Tag Printing tab.
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2 Click on Labels to print price tag labels, or Price Tags to print display tags for your sales floor.
3 Choose an Information Source option. Refer to the information below these instructions for additional
assistance on these options.
4 Double click on a department to select a department.
5 Double click on a manufacturer to select a manufacturer.
6 Click on any combination of locations to select specific locations for printing. Note You must have your
minimum number of labels option set to 0 if you select individual locations for printing.
7 The list of items for your selected department and manufacturer combination is now displayed on the
screen. Several options are available for this list:
a) Highlight the items in the list you wish to print. Use extended menu selection techniques to choose
multiple items from the list. Click on the Print Tags button to print labels/tags for your selection.
b) Double click on a single item in the list to print a tag for that item.
c) Click on item number or description column header to resort your list of displayed items by the informa-
tion in that column.
d) Right click on an item in the list to update the pricing information for that item.
12 Click on Print Tags. Tip: An option for selecting a Starting Row Number appears next to the Print Tags
button when you have selected the 3-wide format option for printing labels. This allows you to skip previ-
ously used rows on a sheet of labels. Please note that feeding a sheet of labels through a laser printer
more than one time may permanently damage your laser printer.
C Field Detail Information Source
Item Masters - This is the default option and allows you to price tags or labels for any
item(s) in your inventory.
Purchase Orders - You can print price tags, or labels, to match the items on an open
purchase order. You should print labels prior to receiving the items on the purchase
order. Labels for special order items will include the customers name so you can easily
identify the merchandise while it is in your warehouse.
When you click on Purchase Orders in the Information Source option box a list of the
open purchase orders in your system will be displayed. Double click on any purchase
order number to print labels for the items on the purchase order. Genesis will print one
label for each unit ordered on the purchase order unless you alter the minimum/maxi-
mum quantity of labels to print using the design options.
Receiving Batch - Genesis keeps track of the items you receive into stock from pur-
chase orders and stores them in a receiving batch file. You can print labels, or tags, for
the contents of this file and the clear the file from your disk when you are finished. This
is a convenient way to print labels for every item you have received.
Click on Receiving Batch in the Information Source option box and then click on the
Start Printing button to print tags or labels for the batch. Click on the Clear Batch button
after you have successfully printed labels for the receiving batch. This erases the receiv-
ing file so you can start with a clean slate for the next receiving batch.
Group - Click on Item Groups in the Information Source option box. A list of the groups
in your system will be displayed. Double click on a group to print a price tag, or inventory
labels, for your group. The printed result will be as follows:
Price Tag - A single price tag for that group. The suggested price that appears on the tag
will be the total for all items in your group for the pricing option you have selected for the
suggested price. The selling price will be the total selling price for the items in your
group.
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Inventory Labels - A separate label is produced for each item that is part of your se-
lected group.
Old Stock - First you must print an Old Stock Report. Then return to the tag printing
screen and click on Old Stock Report in the Information Source option box. Click on the
Start Printing button to print tags or labels that match the items listed on your Old Stock
Report. The price tag selling price will match the marked down price that appears on
your Old Stock Report.
Floor Stocking - You can print price tags to match the items on printed your most
recently floor stocking report. This is a convenient way to make sure the correct items
are brought to your sales floor and priced correctly. First you must print a Floor Stocking
Report. Then return to the tag printing screen and click on Floor Stocking Report in the
Information Source option box. Click on the Start Printing button to print tags or labels
that match the items listed on your Old Stock Report.
Pricing Alert -This option will print tags for the items most recently selected when
printing/viewing the Pricing Alert Report (<ICS <Reports <General Reports <Inventory
Listings <Pricing Alert Report). This report alerts you to changes in item costs and prices
so you can make sure the items are priced correctly on your sales floor.
Sales History (Sold Tags) - You can print sold tags for merchandise that has been sold
to customers but has yet to be delivered. The customer name will be included on the tag
when you select this option. After selecting this option, enter a date range and click on
the Go button. A list of items sold to customers during your selected date range will be
displayed (note: items not sold from stock (e.g. special orders) will be highlighted in
blue). Select any combination of items in the list and then click Start Printing to print tags
for those items. Tip: You may also right-click on an item in the list to view a copy of the
original sales invoice.
Date Sensitive Sale Items option - Select a range of dates and then click on the
Go button that appears to the right of the date prompts. Genesis will display a list of
items where one or more days from the items selected range of dates falls within the
range of dates you have specified on the tag printing screen.
Price Tag Examples
The following examples show how Genesis can print the suggested price, retail price and item information onto
a variety of tags and labels. Note: Some have preprinted text and graphics on them.
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Sales & Marketing Reports
Daily Sales Report
This is the report printed at the end of each day and is used to balance and finalize the day. Instructions for
using this report were provided in a previous section in this chapter. Your bookkeeper or store manager will
generally be the person responsible for printing this report and finalizing the day. However, you can Print
Preview this report at any time throughout the day for a quick glance at your sales in progress for the day.
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Standard Sales Analysis Report
This report provides an alphabetical list of sales by department. Use this report for a detailed analysis of sales
performance. Every item that has been sold is listed on this report. Manufacturer and Department Totals are
printed for:
MTD and YTD Sales Dollars
Average YTD Sales Dollars
Advised Inventory Dollars
GMROI (Gross Margin / Average Inventory)
Inventory Turnover Ratios (Net Sales / Average Inventory)
You can also choose to:
Include/Exclude special order vs. stock sales comparisons.
Include/Exclude sales for each of the prior 12 months.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Sales Analysis tab.
4 Select the Sales Analysis-Standard report option.
5 Select any desired criteria.
6 Click on Start Printing.
Description of Columns/Totals
Sales Analysis Item Detail Section:
- SLD MTD, SLD YTD and SLD SPEC = These columns reflect whatever is currently in the item masters in
the quantity grid.
- $ COST EACH = This reflects the landed cost field on the item master.
- $ SOLD MTD = This field is the Sld MTD times the $ Cost Each.
- $ SOLD YTD = This field is the Sld YTD times the $ Cost Each.
- PROFIT % = This field as calculated as follows:
Current Landed Cost on IM X # of units sold = A
A + Gross profit $* = B
B - $ Cost Each (landed) = C
C / B = Profit %
* The Gross Profit $ field on the Statistics tab of the Item Master, is calculated at the time of the sale. Keep
in mind that your item cost may have been changed on the item master since that time.
- SALE DAYS = This is the average number of days it takes to sell the item, while it is in inventory. It is
calculated as: Total Sale Days For All Items / Number of Times Sold For All Items.
- AVERAGE MONTHLY SALES = YTD Sales / Fiscal Month
- ADVISED 1 = YTD Sales / Fiscal Month * (12 / Target Turn Rate #1)
- ADVISED 2 = YTD Sales / Fiscal Month * (12 / Target Turn Rate #2)
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Sales Analysis Department Summary Section:
- $ SOLD MTD = Sold MTD at Landed Cost (from IM, MTD Units Sold * Item Landed Cost)
- $ SOLD YTD = Sold YTD at Landed Cost (from IM, YTD Units Sold * Item Landed Cost)
- AVG MTD SALES = Sold YTD / Fiscal Month
- ADVISED #1 = YTD Sales / Fiscal Month * (12 / Target Turn Rate #1)
- ADVISED #2 = YTD Sales / Fiscal Month * (12 / Target Turn Rate #2)
- AVG INVENTORY = From average inventory figures reported on the Inventory Summary Report
- ANNUAL TURNS = Annualized Sales / Average Inventory or (YTD Sales at Cost / Fiscal Month) * 12
- PROFIT MARGIN = YTD Sales @ Cost as a % of (YTD Sales @ Cost + YTD Gross Profit)
- GMROI = YTD Profit / Current Inventory
- SALE DAYS = Total sale days for all items / Number of times sold for all items
Note: All the information on the Sales Analysis Report is based on a Written Accounting Basis. The Item
Master sold quantities are updated at the point you click Save on a sales invoice (so unfinalized invoices will
also be reflected on this report). The report reads the sold quantities on the Item Masters to arrive at the infor-
mation it displays.
Why are the costs on my Sales Analysis Report different from other reports?
Date When Report is Run: - The costs on the Sales Analysis Report are calculated when the report is run. At
the time you preview/print the report, the system will look at the item masters and use the current cost to
calculate the report. So, if you have changed the costs since the time an invoice was created, then certain
reports will be reflecting different costs (e.g. the undelivered report uses the cost at the time of the sale).
Unfinalized Sales - If you have sales entered that arent part of a finalized day, then those will also appear on
the sales analysis report, but not on other reports.
Date Discrepancies - The total under Month to Date Dollars on your Sales Analysis Report is at cost (not retail
price) and contains the total cost of items sold since you last closed the month in ICS. If the month was not
closed at the expected time, you may have more or less cost than expected.
Finding a Discrepancy: If you think the costs are incorrect, you can compare the costs listed for each item sold
on the Sales Analysis Report to the cost listed for each item sold on the Undelivered IItems Report. To print
the Undelivered Items Report, go to <ICS <Reports <Printed Reports <Inventory Listings <Undelivered Items
Report. Enter 0 for the salesperson and select Both for types of sales. The costs on the Undelivered Re-
port reflect the cost that was on the Item Master at the time the invoice was created and the costs on the
Sales Analysis Report reflect the costs as they are currently listed on the Item Masters. You can also look at
the costs on the Daily Sales Report for each day in the month. It may be that a cost has been changed errone-
ously, such as an extra zero accidentally added at the end of a number.
Additional Notes:
1 The Fiscal Month you are in is used in some calculations and is determined by your setups. In ICS Setup,
your fiscal month is found in Inventory Departments. In G/L Setup, your fiscal months are found on the
Fiscal Calendar tab.
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2 Your Target Turn Rate #1 and #2 is setup in ICS Setup under Inventory Departments.
3 This report is not intended to be used as a literal sales report, but rather for managerial and evaluation
purposes.
Prime Performers Sales Analysis Report
Use this report to see your best performing items by units sold, gross profit dollars, or sale rate in days. The top
30% of the items you select in the Master Selection Window appear on this report. This is a useful way to focus
on the best selling items without having to comb through the poorer performing merchandise. You can choose
to rank items by Units Sold, Gross Profit, or Sale Rate in Days.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Sales Analysis tab.
4 Select the Sales Analysis-Prime Performers report option.
5 Select any desired criteria.
6 Click on Start Printing.
Price Point Analysis
This report analyzes sales and inventory positions by retail price points. You can create a Price Point Schedule
and Genesis will group your products into those price point ranges. It will show you the following for each price
range:
Year-to-date dollar sales
Year-to-date percent of sales
Current inventory value
Percent of inventory value
Advised inventory value
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Sales Analysis tab.
4 Select the Price Point Analysis report option.
5 Click on Update Price Points.
6 Select a department from the drop down list. Enter a beginning and ending price for each desired range for
that department. Repeat for each department. See the image to right for example.
7 Click on Save.
8 Click on Start Printing.
Tip: Compare the percent of inventory and the percent of sales figures for each price point range. These should
be similar if you buying inventory for price point levels that match your sales performance.
Delivered Sales Report
Instructions for printing the Delivered Sales Report were provided in a previous section in this chapter. This
report compares written sales and delivered sales. It lists items sorted by delivery date, customer name, or item
number. Use this report as an audit trail of the merchandise delivered during each month.
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Undelivered Items Report
This report lists all sales for a user-specified date range. You can specify whether it includes only undelivered
items, only delivered items or both delivered and undelivered items. This provides an excellent report to look up
all written sales for your salespeople.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Inventory Listings tab.
4 Select the Undelivered Items report option.
5 Enter your desired criteria.
6 Click on Start Printing.
You can also run this report for Completed Items Ready for Delivery, which lists items that have been received
into stock but not yet recorded as delivered. This report also includes the purchase, paid and due amounts for
the customers invoice.
Old Stock Report & Markdown Schedule
This report lists the items in your inventory that are selling slowly. You can set up a markdown schedule and
gradually reduce the selling price on these items in an effort to maximize profits and still move the item out of
inventory. This report can be printed as needed. However, this report should be printed and studied monthly for
maximum effectiveness.
You will be able to set up a markdown schedule before printing this report. Genesis will provide advised selling
prices on this report that can help you greatly reduce markdowns when selling old merchandise. You will also
see the new profit margin for each item should you decide to use the advised prices on the report.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on Printed Reports.
3 Click on the Old Stock Reports tab.
4 Click on Update Markdown Schedule.
5 Select a department from the drop down list.
6 Enter the number of aging days along with a markdown percentage for each desired level for that depart-
ment. Repeat for each department.
7 Click on Save.
8 Enter a cut off date next to Show Items That Have Not Been Sold Since. Select a cutoff date that is old
enough to insure that items will appear on your report.
9 Select any desired criteria for your report
10 Click Start Printing.
Pricing Alert Report
This report lists the items in your inventory that have had changes in costs and prices during a specified date
range. This helps alert you to changes so you can make sure the items are priced correctly on your sales floor.
This feature is integrated with Price Tag printing so that you can print new price tags for the affected items with
just a couple of mouse clicks.
Instructions
1 Click on Reports from the ICS Main Menu.
2 Click on General Reports.
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3 Click on the Inventory Listings tab.
4 Select Pricing Alert Report.
5 Select a date range.
6 Click Start Printing.
The Archives
The Archives Module provides you with a fast, flexible, and simple way to retrieve the sales and receiving
history of inventory items. The sales history can be printed in report form, viewed by individual sales invoice, or
exported to an ASCII text file. You also have powerful marketing capabilities through the Archives. For example,
you can print mailing labels for all customers who have purchased a particular item(s) between a specified date
range. Instructions for using the Archives are provided in Chapter15.
Mailing List
The Mailing List module enables you to print mailing labels and form letters for a specified group of customers.
You can also email messages and attachments to a specific group of customers. This provides unlimited
marketing opportunities for your business. You can also generate a Zip Code Analysis report, which gives you a
pie or bar chart comparing the number of customers in each zip code. Use this to analyze where your custom-
ers come from. Instructions for using the Mailing List are provided in Chapter 10.
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ClearView Demographics
Overview
ClearView Demographics is a program that is included with the Inventory control System which allows you to
study the answers to a variety of questions your salespeople ask while entering sales invoices. This can pro-
vide you with invaluable insight into customer buying patterns and the effectiveness of your advertising expen-
ditures. You can even structure your questions in such a way that ClearView can tell you when specific custom-
ers are likely to make follow-up purchases, and what types of items they are likely to buy.
Setting Up
The first step you will need to take involves setting up questions that you will ask your customers at the point of
sale. Here are some sample questions:
How did you hear about us?
What furniture item will you purchase next?
When do you intend to make another purchase?
Why did you shop our store?
Why did you buy at our store?
Where else did you shop?
The questions that are asked at the point of sale are specified in the ICS Setup program. You can set up your
questions by following these steps:
1 Launch the ICS Setup program.
2 Click on Misc. POS options.
3 Click on the Detail Options tab.
4 Click on the Ask for demographics at POS option.
5 Click on the Setup button.
6 Enter your questions and answers at the prompts provided.
7 Check the Force salesperson to answer all questions option if you want every question answered.
8 Click on Save from the Demographics window.
9 Click on Save from the MISC. POS Options window.
Collecting Customer Responses
Customer responses are recorded at the time of a sale during sales invoice entry. If you have setup your
questions in the ICS Setup Module, then a new window will appear after you save a sales invoice in the Inven-
tory Control System. The window will contain your questions and possible answers. The salesperson (or who-
ever does the entry) will need to select the customers answers and then continue as normal. Once this window
is completed, then answers will be available within ClearView for analysis.
Analyzing Customer Responses
Analyzing the responses to your questions is quick and easy.
View Responses
1 Launch the Inventory Control System
2 Click on Reports and then select Printed Reports and then select Sales Analysis Reports.
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3 Select Demographics Analysis in the Report Options area.
4 Select a range of dates you would like to study. ClearView will collect answers to questions asked during
the date range you select. This is especially helpful if you want to study the effect of advertising during a
limited time promotion.
5 Check the Use Advanced Filters for Answers option if you would like to view results only for a specific
department, manufacturer or location. This is great for profiling customers that buy a certain style of prod-
uct, or gauging response to advertising for a particular type of product.
6 All of the questions you have asked your customers appear in the questions list on the left side of the
screen (without regard to the date range selected). Double click on a question to see how customers
responded to that question. The answers will appear on the right side of your screen.
View/Print a Report
1 Select your criteria (see the instructions for Viewing Responses).
2 Double click on a question to display the answer summary on your screen.
3 Click on Report in the Send Results to section.
4 Click Go. A detailed listing of the responses to your selected question will appear on the screen. Click on
the Print button to print a copy of these results on your default Windows printer.
Export to A Text File
1 Select your criteria (see the instructions for Viewing Responses).
2 Double click on a question to display the answer summary on your screen.
3 Click on Comma Delimited Text File in the Send Results to section.
4 Click Go. The detailed responses to your question will be stored in comma delimited text file. Genesis will
tell you the name and location of the file once it has been created. The text file begins with a header line
and then contains this information for each customer response:
- Questions asked of the customer (up to 4)
- Answers to questions (up to 4)
- Date and Time the Customer Responded
- Customer Name and Address Information
- Salesperson Numbers (the person wrote the sale)
- The sales location (usually a store location, e.g. store #1, #2, etc.).
- Inventory Department Number (up to 30, one for each line on the sales invoice)
- Manufacturer Name (up to 30, one for each line on the sales invoice)
- Total Dollar $ Amount (up to 30, one amount for each line on the sales invoice)
Export to a Microsoft Excel Spreadsheet
1 Select your criteria (see the instructions for Viewing Responses).
2 Double click on a question to display the answer summary on your screen.
3 Click on Report in the Send Results to section.
4 Click Go. A detailed listing of the responses to your selected question will appear on the screen.
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5 Click Export to save the information on your screen in a Microsoft Excel spreadsheet file. Genesis will tell
you the location and name of the file after it has been saved to your disk.
Print Mailing Labels
1 Select your criteria (see the instructions for Viewing Responses).
2 Double click on a question to display the answer summary on your screen.
3 Click on Mailing Labels in the Send Results to section.
4 Click Go. Select the order in which you want the labels printed. Click Go one more time to begin printing the
labels. Genesis will use the settings you have established in the ICS Setup program for report printing when
generating the mailing labels. The labels will be printed in standard 3-across format if your are using a laser
printer, and in standard 1-wide format if you are using a dot matrix printer.
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Maintenance Functions
Reorganize Master Files
Reorganizing Master Files is an important step in maintaining your Genesis System. You should run this option
at least every three days and it is recommended that you run it daily. Since no one can be using Genesis while
this feature is run, it is often best to run it at the end of the day after finalizing, or first thing in the morning.
Reorganizing the master files accomplishes several important tasks:
Sorts your item masters into alpha-numeric order
Removes deleted Item Masters from the System
Removes completely received P.O.s from the open order file
Updates your average inventory levels
Optimizes your files
Reorganize Master Files - A feature within Genesis that performs several maintenance proce-
dures, optimizes your file system and boosts performance. Run this feature often!
Instructions:
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Reorganize Master Files.
3 Make sure no one else is using Genesis and that it is not open on any computer.
4 If you would like to perform a backup of your files before reorganizing, check the box next to Backup files
before reorganizing.
5 If you would like to rebuild lookup indexes while reorganizing, check the box next to Rebuild lookup
indexes (recommended).
6 Click on the Start button.
7 A status bar will show you the progress of the feature as your files are reorganized. When it is completed, a
message will appear indicating the Indexes Have Been Rebuilt. Click on OK.
8 Another message will appear indicating that The Reorganization is Complete. Click on OK.
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Reconcile on-order levels
Mistakes you make while working with purchase orders can be automatically corrected with this maintenance
option. You should select this option whenever you notice your on order quantities on your item masters do not
match the on order quantities on your purchase orders.
Genesis completes the reconciliation in two steps. First, all of the on order quantities that appear on your item
masters are deleted. Genesis then reads all of the open purchase orders in your system and adjusts the on
order quantities on your item masters to their correct levels. Important: Make sure you are the only person
using the inventory system when you select this option.
Instructions:
1 Select Maintenance from the menu at the top of the ICS Main Menu.
2 Select Reconcile On-Order Levels.
3 Genesis will ask you if you want to continue. Click on Yes.
4 A status bar will show you the progress of the feature as your on-order levels are reconciled. A list of pur-
chase order numbers may appear in the Bad P.O. Numbers list on your screen. These purchase orders
contain item entries that do not match an item master currently in your system. This is usually caused by
changing an Item Master after it has been entered on a purchase order. Investigate these purchase orders
further and make any corrections to the purchase orders that are needed.
5 Click on Done.
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Other Miscellaneous Options
Export to text file
Genesis can export sales and inventory information to a standard ASCII text file. This feature gives you several
powerful capabilities:
Custom Reporting - Create virtually any report you would like using the reporting capabilities in Microsoft
Access, Microsoft Excel, or a variety of other 3rd party programs.
Financial Forecasting - Transfer the exported file into a Microsoft Excel spreadsheet and then use the
financial and statistical functions in Excel to produce graphs, charts, and other analytical reports.
You can change the information in the text file without affecting your original information. The generated text file
is not linked to your Genesis data files in any way.
Instructions
1 Click on Maintenance on the menu at the top of the ICS Main Menu.
2 Click on Advanced.
3 Click on Export to Text File.
4 Choose the type of information you want to export:
a) Item Masters - Your inventory records. Includes information like item number, description, units in stock,
sales performance data, etc. You can choose the inventory departments and type of information you
would like to export when selecting this option.
b) Purchase Orders - Your currently open purchase orders. Genesis includes all of the information entered
on each purchase order.
c) Receiving History - The information that appears in the YTD Receiving Log report.
5 Select the type of text file you would like to create:
a) Tab - Each piece of data in the text file is separated by a tab character.
b) Comma - Each piece of data in the text file is separated by a comma.
c) None - A fixed length ASCII file is generated. There are no separating characters between each piece of
data, but each piece of data in the file is of a uniform length.
6 Select the department to export. Or click on All Departments to include items from all departments.
7 Select the fields you want to export by clicking on all of the fields you want to include in the exported file.
When you click on the fields the box next to the field should become checked. To deselect a field, click on
it to uncheck the box.
8 Click Export.
9 A status bar will show you the progress of the export. When it is complete a message will appear informing
you of the location of the exported file. Click OK. The text file will be named genesis.txt and will be created
in the directory where your data files are currently stored. The directory will be the same directory you
specified for your data files location in the ICS setup program. Tip: In most cases your newly created
database file will be G:\Genesis\genesis.txt. You may have to substitute a different drive letter (i.e. F:)
depending on how your network is setup.
10 Click on Cancel to return to the ICS Main Menu.
Example:
To get the total retail value of all items in your inventory, use the export feature to export selected data and then
bring it up in Microsoft Excel to add the total of your prices.
1 Launch ICS.
2 Select Advanced from the Maintenance Menu.
3 Select Export to text file
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4 In the Export window, select Item Masters, Tab, Selling Price and/or Pricing Window Data (and/or
other desired information) and then click on Export. Note the file name and location that is created.
5 Launch Microsoft Excel and open the text file that was saved in the previous step. Select Tab Delimited
during the import wizard.
6 Add up the appropriate pricing column using the Excel Sum feature.
Send an Email Message
This feature allows you to send an email, without leaving Genesis. This is a convenient way to send a quick
note to a customer, vendor or any other person with a valid email address.
Before using this feature, you will need to enter your email settings in the ICS Setup Module. This process
should have already been completed during the setup process. See chapter 4 for more information.
Instructions
1 Click on Special on the menu at the top of the ICS Main Menu.
2 Click on Send an Email Message.
3 Complete the To field with your intended recipients email address.
4 Complete the Subject field with the subject of your email message.
5 Type your message into the Message field.
6 Click on Send Now.
Polling Importing Daily Files from Branch Stores
Polling (Daily Sales File Import) allows you to share information when Genesis is installed in multiple physical
sites that are connected via telephone lines. This is useful if you have branch store locations and would like to
maintain centralized inventory and accounting information without being on-line in real time. You can use this
option to combine sales invoices entered on another computer (in a branch store location) with the sales
invoices on your system (home office). Genesis automatically updates the appropriate information on the home
office computer. You can then periodically transmit the updated files on your home office computer to your
branch stores to provide them with updated inventory and accounting information.
Overview
Daily Sales File Import is used in conjunction with your normal daily routine:
A Each branch store enters sales invoices during the day. This is completed on the computer at the branch
store location.
B The sales invoices entered at each store are transmitted through a conventional phone line to the home
office at the end of the day.
C The Import Sales Invoices option is run on the home office computer. Genesis combines the sales in-
voices from branch stores into a single daily sales file and updates the appropriate information on the home
office computer.
D Print and finalize a Daily Sales Report for all store locations on the home office computer.
E The updated inventory and accounting files are transmitted to each branch store through a conventional
phone line (optional).
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Setting Up File Import
ICS Setup Program
Your home office and branch store computers must contain identical bookkeeping setup information in the ICS
Setup program. Start the ICS Setup Program and click on the G/L Account Numbers button. Verify that all
account number entries are the same in every store that will be using the Daily Sales File Import feature. You
can use different account numbers for each store location, but the same set of account numbers must appear
on every computer involved in the Daily Sales File Import. Consult the help system in the ICS Setup program
for detailed information on completing the G/L Account Numbers setup screen.
The salesperson names, salesperson passwords, and commission plans must also be identical in every store
that will be using the Daily Sales File Import feature. Click on the Salespeople and Commission Plan buttons in
the ICS Setup program to verify your settings.
It is also important that your stock pulling method on the home office computer is set to User selects stock
location so that Genesis does not override a stock location selection made at a branch store. Click on the
Misc. POS Options button in the ICS Setup program on the home office computer to verify your setting for this
option.
A/R Setup Program
Your home office and branch store computers must contain identical bookkeeping setup information in the AR
Setup Program. Start the A/R Setup program and verify that all entries on the General Setup tab are the same
in every store that will be using the Daily Sales File Import feature.
Folder Setup
You will also need to create file folders on your home office computer to store the daily sales files from your
branch stores. You should transmit the daily file from each branch store into a separate file folder on the home
office computer to avoid accidentally overwriting files. If you have more than 1 branch store, you will need to
create a separate file folder for each branch store.
Example: You have a home office and 2 additional branch stores. The home office daily sales files will auto-
matically be stored in the \genesis folder. You will need to use Windows Explorer to create two additional
folders on the home office computer to store the daily files transmitted from each branch store. You might name
these folders \StoreA and \StoreB (you can actually use any name you desire for the folders).
Using Daily Sales Import
Entering Sales Invoices at Each Branch Store
Genesis For Windows should be installed at each store. Each branch store will enter their sales invoices on
their local computer. They should feel free to create new item masters and setup customer records as required.
Transmitting Sales Invoices to the Home Office
You will need to use a communication program to transfer the appropriate sales invoice file from each branch
store to your home office (examples of communication programs include PC Anywhere and Carbon Copy). In a
typical scenario, a user at the home office would connect to each branch store, select the appropriate daily file,
and transmit it to a file folder on the home office computer. Consult the Users Manual for your communication
program for detailed instructions on how to transfer files.
The sales invoice file at the branch store will normally be located in the \genesis folder on that computer. The
name of this file will be similar to a date in appearance. For example, the file 101598.ICS contains all of the
sales invoices entered on October 15th, 1998. Be sure to select the correct file name when transmitting the
sales invoice file to the home office.
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Use your communications program to store the daily sales file from the branch store in the appropriate folder on
your home office computer. For example, if you have a branch store called Store A, save the transmitted daily
file from Store A in the \StoreA folder on the home office computer.
Important: Do not transmit a daily sales file from a branch store in the \genesis folder on your home office
computer. Instead, use a different folder on your home office computer (i.e. \StoreA) for each branch store and
save the file in that folder.
Importing the Daily Files
Follow these steps to combine the daily sales invoices from your branch stores into a single daily file:
1 Click Maintenance, Advanced, and then Import Daily Files. The File Import screen will be displayed:
2 Select a daily sales file to import from the list of files on the left side of the screen. Use the disk drive and
file folder navigation prompts to select the folder where your daily files are located if necessary.
3 Click on the existing file in the Add To... list on the right side of the screen. Note You must have at least
one sales invoice entered in the home office computer. If the Add to... list on your screen is blank, click
Cancel and then enter one, or more, sales invoices for the home office before attempting to import sales
invoices from branch stores.
4 Click Go. The combining process will begin. Genesis will automatically create any new item masters re-
quired for the sales invoices entered at your branch stores. Sales and inventory information will automati-
cally be adjusted for all items.
5 A/R customer ledgers will be created as needed. An A/R ledger screen will appear for each customer when
a ledger must be updated or created. You must click on the Save A/R button to create the new account for
the customer. You may also select an existing customer account from the list of customers on your screen
to apply the sales invoice to a previously created A/R account (useful when customer names are spelled
incorrectly at the branch store). Note: You may also adjust any billing options for the customer while the A/R
ledger screen is displayed.
Print the Daily Sales Report
Print the Daily Sales Report. Review the information on the report for accuracy and then finalize the report.
Transmit the Files Back to Each Branch Store
You can provide each branch store with an updated copy of your information by transmitting the data files in the
\genesis and \genesis\hist directories back to each branch store. Use any commercially available communica-
tion program to accomplish this (i.e. PC Anywhere, Carbon Copy, etc.). Follow these guidelines when determin-
ing which files to transfer back to the branch stores:
File Folder Files Description
\genesis *.ICS All data files including inventory and A/R information
\genesis\hist *.HST All sales invoice history files.
Clearing Imported Files
You can clear files that have been successfully imported without affecting the accuracy of your information in
Genesis. Simply use your mouse to select a file that has been imported from a branch location and then click
on the Delete button at the bottom of the Import screen to delete the file.
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Managers Dashboard
The Managers Dashboard is a powerful tool that provides you with key information about your business. It
provides information on two different screens:
Todays Issues - Important issues that require attention today. Examples include items to bring to the sales
floor, items that are on order and past due, and deliveries scheduled today.
Todays Numbers - This page provides current data for critical financial information. Examples include currnet
inventory levels, cash in bank, total outsanding payables, and total outstanding receivables.
Setting Up:
If you are using Function Based Passwords, then you can access the Managers Dashboard by entering your
master password. If you are using User Based passwords, then you will need to enable the Managers Dash-
board for each user that you want to have access. Instructions for setting up passwords were previously pro-
vided in Chapter 4.
To setup your Dashboard, follow these instructions:
1 Launch the Inventory Control System.
2 Click on the Managers Dashboard button.
3 Enter your password if prompted.
4 Click on the Settings button (if you do not already see the Setup Window). The setup screen has two file
folder tabs.
5 Complete the prompts on the first tab to configure the Todays Issues portion of The Managers Dash-
board. See instructions below for detail on completing the prompts.
6 Complete the prompts on the second tab to configure the Todays Numbers portion of The Managers
Dashboard. See instructions below for detail on completing the prompts.
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C Field Detail Todays Issues Tab
Sales Floor Locations- Place a checkmark (by clicking on a checkbox field) under-
neath each inventory location that represents a sales floor location. Your selections will
be used to determine which items are in stock at locations other than your sales floor.
Note: Location zero is not a valid sales location and is not displayed as a setup choice.
Inventory Departments To Check for Missing Stock- You may not want to have
Genesis scan all departments for items that need to be brought to the sales floor. Check
the departments you want Genesis to scan when searching for items to be brought to
the sales floor.
Anything is Considered Old Stock... Genesis determines the old stock status of an
item by calculating the number of days that have elapsed since the last time the item
was sold. Enter the number of days you want to use at this prompt.
Default Number of Prior Months... This is the number of prior months before today
that Genesis will research when looking for completed sales that have not been deliv-
ered. Enter a 6 at this prompt and then adjust this number upwards at a later date if it
appears some sales are not appearing on the report.
Show To Do Items For... Genesis Calendar allows you to keep a to-do list of tasks
you need to complete. The Managers Dashboard can remind you about tasks that have
yet to be completed. Select the name of the person whose tasks you want to be re-
minded of on The Managers Dashboard screen.
C Field Detail Todays Numbers Tab
Select Up To 10 G/L Accounts- Choose up to 10 G/L accounts that you use to track
your Accounts Receivable and Checking Account (Cash in Bank) balances. Select an
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account by clicking on an empty field and then choose the account from the pull down
list on your screen.
Create Totals For These Locations- Select the G/L locations you want Genesis to
include when adding up totals for your Accounts Receivable and Cash In Bank ac-
counts. You must select at least one location. Be sure all of the locations you choose,
are highlighted when you save the screen.
Enter Your Retail Sales Goal for Each Month- The Managers Dashboard will display
the daily average sales you need in order to meet your monthly sales goal. This daily
average will change as actual sales during the month are accumulated. Genesis must
know your sales goal for each month in order to calculate the required daily average.
Enter the sales goal on each appropriate line. Enter the number of days your store is
open in each month in order to accurately calculate the required daily average.
First Fiscal Month- Select the calendar month that represents your first fiscal month.
Number of Days From Today to Calculate Payables Due- The Managers Dashboard
will tell you the total amount of invoices you have scheduled for payment in the next
several days. You can tell Genesis how far ahead to look by selecting a number of days
from this pull down list.
Using the Managers Dashboard:
Follow these steps to start The Managers Dashboard:
1 Launch the Inventory Control System.
2 Click on the Managers Dashboard button (upper right corner of your screen).
3 Enter a password if prompted. The Managers Dashboard window will be displayed on your screen.
4 Click on a link in the window to display a page of information. Genesis may require several seconds to
assemble the information before displaying it on your screen.
5 You will have several options to choose from once a page is displayed:
Drilling Down- You can click on any number displayed in blue to view the underlying details for that num-
ber. The drill down feature is only available for the numbers displayed in blue. The information is displayed
in a standard Active Reports window. You will have access to the standard Active Reports features once the
window is displayed. This includes saving, sorting, printing, and exporting of the information in the report.
Print The Page- Click on the Print button to print the summary page on your screen to any printer in your
network. Genesis will prompt you to select a printer after clicking on the button.
Export to Excel- Click on the Export button to Export the summary page displayed on your screen to a
Microsoft Excel Spreadsheet for custom analysis and reporting.
Exiting the Managers Dashboard:
Click on the Close Dashboard link in the lower right corner of the window to close it.
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Chapter 8: Accounts Receivable
The Accounts Receivable module is used primarily for:
Maintaining your customer accounts
Posting transactions
Sending statements
Sending past due letters
Applying finance charges
Viewing A/R aging information
Managing your collection activities
Accessing the Accounts Receivable Module
1 Click on Accounts Receivable from the Genesis Main Menu.
2 The Accounts Receivable Main Menu will appear. If you receive an error message, be sure you have set up
your data file pointer in the ICS Setup module.
Accounts Receivable Main Menu:
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Maintaining Customers Accounts
Creating New Customer Accounts
Genesis provides two methods for creating new customer accounts:
Manually - The customer information and account status can be entered directly in the Accounts Receiv-
able Program. This is reviewed in detail below.
Automatically - The customer information is setup automatically during the sales invoice entry process in
the Inventory Control System.
Each customer account record is divided into three file folder tabs.
Customer Information - This tab contains the customers address information and a summary of the
customers current account status. This is also the place to post transactions to the customers account and
put the customer in one of your 50 A/R categories.
Billing Information - This tab contains the information Genesis will use to determine how, and when, to
send statements to the customer. You can also enter notes on this tab that are available for your sales-
people at the point of sale.
Collection Information - This tab contains the information your collections agent will need when pursuing
past due customers. You will find promised payment information, statement and past due letter history,
cosigner information, and a complete history of customer contacts.
Note: Genesis uses the customer name to designate the account as opposed to an account number. Because
of this, customers with the same name will need to be differentiated somehow in the first and last name fields.
As an example, if you have two separate customers who both have the name Lori Smith, then you could
differentiate them by using a middle initial (Lori Smith vs. Lori A. Smith).
Manually Creating New Accounts
1 Click on Customer Accounts on the Accounts Receivable Main Menu.
2 Click New.
3 Enter the name and address information for the customer.
4 Select an A/R category for the customer. Genesis will automatically select the first category in the list if you
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do not manually select a category.
5 Post any required transactions to the customers account to update the customers current balance. Follow
the instructions for posting transactions to customer accounts (page #) for more information on this subject.
6 Click on the Billing Information tab and enter the customers loan amount, number of payments, and
monthly payment amount. See the information below these instructions for additional assistance on the
individual fields.
7 Click on the Customer Information tab and the click Save. Note: the Collection Information tab will be
reviewed at a later time.
C Field Detail Customer Information Tab
First - First Enter the customers first name. (17 characters)
Last - Enter the customers last name. (14 characters)
Addr - Enter the customers mailing address. This address will be printed on statements
and past due letters. (30 characters)
City ST Zip - Enter the customers city, state, and zip code.
Ph: - Enter the customers primary phone number.
Wk Ph - Enter the customers work phone number.
Category - Click on the category this customer belongs in.
C Field Detail Billing Information Tab
Revolving Acct - Check this option if the customer will be billed as a revolving account.
Late charges are not applied to revolving customer accounts. Monthly finance charges
are applied to these accounts instead.
A.P.R.% - Enter the annual percentage rate used for calculating interest charges and
finance charges.
Amount Financed $ - This prompt appears only if you have instructed Genesis to
precharge the interest to the customer account in the A/R setup program. Enter the base
loan amount at the prompt without interest charges. Genesis will automatically calculate
the amount of the loan. The loan amount will include the total interest charges for the life
of the loan.
Loan $ - Enter the loan amount for the customer (see below). The amount you enter in
this field will be divided by the number of payments to arrive at the customers monthly
payment amount.
Payment Amount $ - This is the amount Genesis expects the customer to pay every
month. Genesis automatically calculates the customers payment amount. However, you
can type over this amount to replace it with an alternate payment amount. Important:
The monthly payment amount must be completed for customer aging to be correctly
calculated. See the section below on How Genesis Ages Customer Accounts for more
information.
Send Statements To This Customer - Check this option if you want the customer to be
eligible for statements, or past due letters. This option is checked automatically when
creating new customer accounts.
Send STatemetns Via Email - Check this option to make the customer eligible for e-
mail statements. Genesis will not print paper statements or past due letters for custom-
ers that have been selected for e-mail statements.
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Late Chg % - Enter the late charge rate for installment, open, or lay away customers.
Late charges are applied as a percent of the customers balance. Late charges cannot
be applied to revolving accounts.
First Payment Date - Enter the date of the customers first payment. This entry is used
to determine the payment due date on the customers statement. Genesis will expect a
payment from the customer on the same day of every month. The day is determined by
your entry in this field.
Age From Date - Genesis automatically ages a customer account from the date of
customers most recent purchase that has not been paid in full. You can override this
aging method and tell Genesis to age the account from an arbitrary date by entering the
date in this field.
Charge Interest After - Enter a date here to prevent Genesis from applying interest, or
finance charges to a customers account until after this date has passed. You do not
need to complete this prompt if the A.P.R. % rate for the customer is zero.
Customer Notes (Point of Sale) - Enter any notes or special information you want to
maintain for this customer.
Display Notes at Point of Sale - Check this box to cause the customers account notes
to be displayed when receiving a payment at the point of sale. This is helpful for alerting
your salespeople and office staff to special situations for individual customers.
Calculating a Loan Amount
Genesis provides an easy way to calculate the interest and principal amounts for any installment loan. You can
also use the loan calculator to determine the payoff amount for an installment loan.
1 Select Special from the menu at the top of the A/R Main Menu
2 Select Loan Amortization.
3 Complete the prompts on your screen:
a) A.P.R. - Enter the annual percentage rate for the installment loan.
b) Loan Amount - Enter the amount of the loan.
c) Scheduled # of Payments - Enter the number of monthly payments for the loan.
d) # of Payments Made to Date - Type in the number of payments the customer has made on the current
loan.
4 Click Go. The analysis for the loan will be displayed at the bottom of the window:
Total Principal....Total Interest - These figures represent the totals for the loan after all payments have been
made.
Principal Paid...Interest Paid - These figures represent the amounts the customer has paid on the loan at
this point in time.
Principal Due...Interest Due - These amounts represent the balance in principal and interest owed by the
customer at this point in time.
Changing Customer Accounts
You can modify a customers account at any time. Here are some common reasons you might need to change
a customers account:
Apply purchases, payments, or other charges to the account.
Update billing and aging information.
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Update collection notes, or enter a promised payment amount.
Instructions
1 Click on Customer Accounts from the Accounts Receivable Main Menu.
2 Click Change.
3 Type the first letter of the customers last name and press the enter key. A list of customers with a matching
last initial will be displayed. Note: You may also choose to show only installment or revolving customers
when selecting a customer record to update. This option appears in the lower left corner of the window.
4 Double-click on the customer to select that customers account.
5 Make any changes to the customers account.
6 Click Save.
Changing a Customers Name and/or Address
When a customers name or address changes, there are many areas of the system that are affected. Changing
the name or address through the Accounts Receivable module will not affect the rest of the system. Because of
this, you should normally use the Global Customer Information Update feature to make any changes, to ensure
it is updated throughout the system. This feature can be found by going into the Inventory Control System,
selecting Maintenance, Advanced and then Global Customer Information Update.
If you want to change the customer name and/or address on a single invoice, you may do this through the
Accounts Receivable module. Instructions are included below.
Instructions for changing in invoice history:
1 Click on Customer Accounts from the Accounts Receivable Main Menu.
2 Click Change.
3 Type the first letter of the customers last name and press the enter key. A list of customers with a matching
last initial will be displayed.
4 Double-click on the customer to select that customers account.
5 Click on the History button.
6 Double-click on the desired invoice.
7 The invoice will be displayed. Double-click on the Sold To text at the top left of the screen.
8 Change the customers name/address and click on Save.
9 Click on Back to return to the customers history screen.
10 Repeat these steps for each invoice you want to change.
11 Click on Back to return to the customers account screen.
12 Click on Save.
13 When you are through correcting names and addresses, exit Accounts Receivable and launch the Inventory
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Control System, select Maintenance, then Advanced and then Rebuild Lookup Indexes (be sure no one
is in Genesis when you do this).
Posting Transactions
Posting purchase and payment amounts to a customer account is fast and easy. Normally, most transactions
are created automatically when you use the Inventory Control System to make purchases and record pay-
ments. However, those transactions can also be created manually and/or you can create other transactions
such as late charges by following the instructions below.
Posting Transactions Manually:
1 Click on Customer Accounts from the A/R Main Menu.
2 Click on Change.
3 Enter the first three letters of the customers last name and press Enter on your keyboard.
4 A list of customers will appear. Double-click on the customers name.
5 The Customer Account Maintenance screen will appear. Enter an invoice number at the Invoice # prompt,
or press the enter key alone to select an existing open invoice from an open invoice list.
6 Select the type of transaction.
7 Select the classification for the transaction.
8 Type in the dollar amount of the transaction and then press Enter. The amount will now appear in the
summary of the customers account at the bottom of the screen.
9 Repeat steps E through H to post additional transactions to this customers account.
10 Click Save when you are finished applying transactions. You can also click Cancel to cancel all of the
transactions you have just posted.
Processing Add-on Installment Sales
You can easily process add-on installment contract sales while entering a sales invoice. Refunds on pre-paid
interest charges are automatically calculated and posted to the customers account.
Setting up the System
AR Setup
1 Launch the A/R Setup Module.
2 Click on the Customer Defaults tab.
3 Select the following options:
a) Automatic Payment Calculation
b) Pre-charge Interest on Installment Loan Amount
c) Ignore original down payment amount when...
d) Allow Revolving/Installment Selection at the point-of-sale
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4 Click on the General Setup tab.
5 Click on Save.
ICS Setup
You must also enable contract printing on sales invoices in the ICS Setup area of the software. Click on the
Invoice Printing button in the ICS Setup area and then click on the Body Setup tab. Place a checkmark next
to the option titled Print A/R Contract with Invoice.
Additional Requirements
Add-On sales can only be processed for a customer that has an existing installment loan account. The cus-
tomer must have a previously entered and finalized sales invoice. In addition, the customer must have an
existing A/R account with an account balance other than zero.
Completing an Add-on Sale
1 Create a new sales invoice as normal, which contains the items the customer is adding to the account. You
must enter the customers first and last names exactly as they were entered on the original sales invoice.
Click on the pull-down button next to the last name field to search for the customers previous information
and let Genesis enter it on the current sales invoice for you. Be sure to include any down payment amount
on the new sales invoice at the payment prompts.
2 Click on Save.
3 The Financing Options window will appear. Make sure Installment is selected and then click on the Add On
button located at the bottom of the window. About Interest Refunds: The customer is charged interest for
the entire contract at the beginning of the contract period. The add-on contract will end the original contract
early so the customer is entitled to an interest refund equal to the amount of interest that was due from the
date of the add-on sale to the end of the orginal contract.
4 This will display the Loan Calculator Window to help you determine the amount of interest that will be
refunded to the customer. This window will have the loan information for the customers previous sales
invoice already displayed. Genesis will also try to determine the number of payments made to date. This
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number is important in determining the amount of interest refunded to the customer. This formula is used to
determine the number of payments made to date:
Number of Payments = Total $ Paid on previous invoice / Monthly Payment Amount
Made to Date (excluding original down payment) on Customers Record
Genesis will calculate the number of payments made to three decimal places to insure an accurate amount
of interest is refunded to the customer. This formula is used to determine the amount of interest refunded to
the customer:
Interest Refund = Total Interest charged on - Interest portion of all
Amount previous sales invoice payments made to date
The interest portion of the payments made to date is calculated using the Rule of 78. You can see the exact
amounts Genesis will use on the customers new contract by clicking on the Calculate button in the Loan
Calculator window. You may refine the calculations on your screen by changing the numbers that are
displayed and clicking the Calculate button.
Click on the Continue button when you are ready to go to the next step in processing an Add-On Sale.
5 The Financing Options Window will be displayed again. Make sure the interest rate and number of pay-
ments for the new loan are correct and then click OK to continue.
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6 The customers A/R Account Information window will be displayed. The loan amount now reflects the
remaining principle due from the previous sales invoice plus the principal amount for the add-on sale.
Genesis also automatically changes the Age From date on the Advanced Billing tab to todays date so that
the account will age from the date of the add-on sale.
Click Continue to finish the transaction. You will be prompted to print a copy of the sales invoice and con-
tract for the customer (if you have sales invoice printing enabled). The contract portion of the printed sales
invoice will contain the appropriate information about the add-on loan including the amount of principal
added to the new loan, and the amount of interest refunded from the old loan.
Viewing a Customers History
Genesis maintains a line item history of the last 500 transactions posted to a customers account. You can view
this history while changing a customers account by clicking on the history button located at the bottom of the
screen. Transactions posted to a customers account are presented in chronological order.
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Every history record contains the following information about each transaction:
Date - The date the transaction was posted to the customers account.
Invoice # - The invoice number for the transaction. Payment on account entries will
contain the original invoice number the payment was applied to.
Act # - This is the general ledger account number used to classify the transaction.
Amount - The dollar amount of the transaction. The dollar amounts are reversed when
displayed on the history record for the purpose of clarity. For example, a payment on
account appears as a negative amount even though the G/L account number was
actually debited in the original transaction.
Type - A word describing the type of transaction (i.e. Purchase, Payment, Sales Tax,
etc.) The type of the transaction is determined by the general ledger account number
used in the transaction. You can assign account numbers to various types of transac-
tions in the Accounts Receivable setup program.
Options
Double click on any invoice number to view the original sales invoice. You can also highlight an invoice
number and then click on the Detail button to view the original sales invoice.
Single click on a column header to sort the history on your screen by that column.
Click on the Export button to export the history on your screen to a Microsoft Excel spreadsheet. Genesis
will report the location and the name of the spreadsheet file to you after saving it to disk.
Click on the Print button to print a copy of the displayed history to your default Windows printer.
Important: Remember that if you are working on a Delivered Accounting Basis, purchases and sales tax will not
appear on the Customers History screen until the items are delivered. Payment amounts will appear, however,
showing a credit balance on the customers account until the invoice is recorded as delivered.
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Managing Your Accounts Receivable
How Genesis Ages Customer Accounts
Genesis ages customer accounts in real time. This means the aging status of a customer is calculated each
time you access that customers record on your screen, or on a report.
Genesis begins aging a customer account from the date of the last purchase on the customers history record
that is not paid in full. This is called the Aging Start Date. Genesis then expects one payment every 30 days
after this date. The dollar amount expected in each payment is equal to the payment amount setup on the
customers record.
The amount remaining in the payment pool after determining the aging start date is used to determine how
many payments the customer has made. Example: If the amount in the payment pool is $150, and the
customers monthly payment amount is $80, then the customer has made 2 payments. If today is three months
past the aging start date, then 1 payment is past due.
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Using Installment vs. Revolving Accounts
A revolving account works like a credit card type account and is used when your company finances its own
accounts. All other account types are considered installment accounts (e.g. open, lay away).
You can flag each customers account as either an installment or revolving type account by checking the
Revolving Type Account check box on the customers Billing Information tab. Genesis handles charges for
revolving and installment accounts differently.
Finance Charges - Finance charges are applied only to revolving accounts and cannot be applied to any
other type of account. Finance charges are determined by calculating the customers average daily balance
during the billing period, and then multiplying the monthly interest rate (A.P.R. divided by 12) by this amount
to arrive at the finance charge amount. Revolving accounts are normally set up with 24, or 26, monthly
payments.
Interest Charges. - Interest charges are monthly surcharges applied to a customers loan amount. The
A.P.R. and Amount Financed fields on a customer record determine the loan amount and monthly
payment amount. The monthly payment amount will include the appropriate interest charge as calculated
using the rule of 78 (unless the Simple Interest option is selected). The loan amount will reflect the sum of
all of the payments for the account.
Late Charges - Late charges are typically applied to installment accounts, but can also be applied to
revolving accounts if the option is selected while applying late charges. The Late Charge % rate from each
customers account is used to determine the amount of the late charge.
rule of 78 - A common method for calculating interest on an installment loan where interest is
calculated based upon the remaining principal at the end of each month.
Applying Late Charges to Installment Type Accounts
You have two options for applying late charges to customers accounts. Note: Late Charges cannot be applied
to revolving customer accounts.
Manually - You can apply late charges to one customers account at a time by following the instructions for
Posting Transactions to customers accounts.
Automatically - You can apply late charges all at once to all customers who have a late payment. These
types of late charges can be applied to installment, open (not revolving).
How Genesis calculates a late charge
The customers remaining balance is multiplied by the late charge rate on each customer record to arrive at the
late charge amount.
Instructions
1 Select Maintenance from the menu at the top of the A/R Main Menu.
2 Select Apply Late Charges.
3 The Late Charges Windows will be displayed. Complete the fields. Refer to the information below these
instructions for additional assistance on the individual fields.
4 Click Start to apply the late charges.
C Field Detail - Apply Late Charge Options
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Aging Method - Select an aging method for determining a customers past due status.
Date of Last Payment - The number of days past due is determined by comparing
todays date against the date of the customers most recent payment.
Last Scheduled Payment - The number of days past due is determined by comparing
todays date against the date when customers last payment should have been made.
The scheduled payment date is determined by the First Payment Date field on the
customer record. Example: Jane Does customer record contains a First Payment Date
of 01/15/2003. Genesis will expect a payment from Jane Doe on 02/15/2003, 03/15/
2003, etc. If todays date is 04/23/2003 then Jane Doe would be 8 days past due at the
present time.
Standard Aging Method - Genesis will use the standard aging method to determine the
past due status of the customer. The number of days past due will always be 30, 60, 90,
or 120 days for a customer when you select this method.
A/R categories - Late charges are applied only to customers in the category(s) you
select.
Minimum past due period - Enter the minimum numbers of days a customer must be
past due before a late charge is applied to the customers account. Example: Enter 30 to
apply late charges to customers who are 30 days or more past due using your selected
aging method (described above).
Minimum Late Charge $ Amount - Enter a minimum late charge to apply to customer
accounts that are past due. Any calculated late charge that is less than this amount will
be rounded up to the minimum amount you enter at this prompt.
Maximum Late Charge $ Amount - Enter the maximum amount for any late charge
that is applied to a past due customers account. Any calculated late charge that is
greater than this amount will be rounded down to the amount you enter at this prompt.
No maximum cutoff amount is assumed if you leave this prompt blank.
Calculate late charge on payment amount instead of remaining balance - Click on
Calculate late charge on payment amount instead of remaining balance if you want the
late charge amount calculated as a percentage of the customers regular monthly
payment instead of the customers total remaining balance.
Approve or change each late charge - Check the Approve or change each late
charge option to view each proposed late charge on-screen before it is posted to the
customer account. Checking this option also gives you the opportunity to change a late
charge before it is posted to the customer account. You have the following options:
Skip a Late Charge - Dont apply a late charge. Click on the Skip button. Genesis will
search for the next past due customer.
Change a Late Charge - Alter the late charge Genesis has proposed and post your own
amount to the customers account. Type the late charge amount you would like posted
to the customers account at the Proposed Charge prompt. Genesis will post the amount
you have typed as a late charge to the customers account. Note: The minimum and
maximum late charge parameters are ignored when you manually type in a late charge.
Apply The Calculated Charge - Apply the late charge Genesis automatically calculated
to the customers account. Just click on the Save button to apply the late charge amount
Genesis has suggested.
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Tip: Click on the History button to view a detailed history of the customers purchases
and payments. This may be helpful in determining the amount of the late charge you
would like to post to the customers account.
Apply late charges to Revolving accounts (override) - Check this box to apply late
charges to Revolving accounts in addition to Installment type accounts.
Print a List of Customers Charged Late Fees - Check Print a List of Customers
Charged Late Fees to generate a list of late charges posted to customer accounts.
Add Totals from Charges to Daily Bookkeeping - Check this box to include a book-
keeping entry in your next Daily Sale Report for the total amount of late charges applied
to customer accounts. This entry will credit your general ledger account number for late
charges and debit your general ledger account for accounts receivable. These account
numbers are specified in the A/R setup program.
Applying Finance Charges to Revolving Type Accounts
Finance charges are applied only to revolving customer accounts. You apply finance charges to revolving
customer accounts on a monthly basis, before sending out statements.
How Finance Charges are calculated:
The customers average daily balance is calculated at the end of each billing period. Genesis then uses the
Annual Percentage Rate for the customer to determine the monthly rate (A.P.R. divided by 12) and multiplies
the average daily balance by the monthly rate to arrive at the finance charge amount.
Finance Charge Rate = Customers A.P.R. Rate divided by 12
Finance Charge Amount = Average Daily Balance times Finance Charge Rate
Average Daily Balance = The average amount owed to you on any given day during a speci-
fied time period. The time period is always determined by your
entries at the period starting and period ending date prompts. Gen-
esis ignores previous finance charges when calculating the average
daily balance
Instructions
1 Select on Maintenance from the menu at the top of the A/R Main Menu.
2 Select Apply Finance Charges.
3 The Finance Charge Window will be displayed. Complete the fields. Refer to the information below these
instructions for additional assistance on the individual fields.
4 Click Start to apply the finance charges. Tip: Click on the History button to view, or print, a list of previous
finance charges applied to customer accounts.
C Field Detail Apply Finance Charge Options
A/R categories - Select any combination of A/R categories. Finance charges will be
applied only to customers in your selected categories.
Period Starting Date - Select the first day of the billing period. Genesis will determine
the customers beginning balance for the billing period by summarizing all transactions
on , or before, this date that appear on the customers history record.
Period Ending Date - Select the last day of the billing period. This is the last date for
any transactions Genesis will include when calculating the customers average daily
balance. Important: Make sure the period starting and ending dates you select while
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applying finance charges are the same as the dates you select when printing revolving
account statements.
Print a List of Charges - Check the Print a List of Charges to generate a list of fi-
nance charges posted to customer accounts.
Add Totals from Charges to Daily Bookkeeping - Check the Add Totals from
Charges to Daily Bookkeeping box to include a bookkeeping entry in your next Daily
Sale Report for the total amount of finance charges applied to customer accounts. This
entry will credit your G/L account number for finance charges and debit your G/L account
for accounts receivable. These account numbers are specified in the A/R setup program.
Sending Statements for Installment Type Accounts
Overview
When sending statements to customers, follow these steps.
A Setup Statements.
B Apply Late Charges (see instructions in previous section).
C Make sure the Send Statements To This Customer option is checked on all customer records for which
you want to print a statement. See instructions in the Changing a Customers Account section.
D Print the statements.
Setting up Statements
You can use these options to customize the appearance of your statements.
1 Click on Statements on the A/R Main Menu.
2 Click on the Installment/Layaway Statements tab.
3 Click on the Setup button.
4 Select the portion of the statement you want to set up from the list on your screen. The appropriate prompts
will be displayed for your choice. See the information below these instructions for additional assistance on
the individual fields.
5 Click Save.
C Field Detail Installment Statements Setup Screen:
Company Name - Enter your company name and contact information as you would like
them to appear on statements. Then select a font, font size and specify a position (in
inches) to determine where this block of information will print on your statements.
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Customer Name Information - Select a font, font size and specify a position (in inches)
to determine where the customer name will print on your statements.
Promotional Text - Enter text you would like to have printed on your statements. Then
select a font, font size and position (in inches) to determine where this text will print on
your statements.
Payment Information - Enter the text you would like displayed next to the payment
amount portion of the statement.
Account Summary - Customize the wording appearing in the account summary section
of the statement. You may click on the check box next to the title of a column header to
include/exclude it from printing. Tip: Click on the Click here to restore column header
defaults option to reset all the titles to their original defaults.
Other Printing Options - See below for information on these additional options.
Payment Due Date - Use this option to determine the due date for customer payments
on your statements. Individual Due Dates - Genesis checks the first payment date on
each customer record and creates a payment due date for the upcoming period based
on this entry. The due date will be on the same day of the month as the first payment
date. Example: You are printing statements on June 30th. The customers first payment
date was April 12th. Genesis will create a payment due date of July 12th for this state-
ment. Blanket Date - Use the same due date for all customers.
Payment Amount - Use this option to decide if the customers minimum payment
amount should include past due payments. Current Payment Only - The minimum
payment amount will always be the same as the payment amount entered on the cus-
tomer record. Include Missed Payments - The minimum payment amount will include the
current payment amount, and any past due payments.
Statement History - Use this option to select the type of customer payment history you
would like to appear on the statement. Transaction History - Genesis will print a balance
forward amount for all activity prior to the customers most recent purchase. An addi-
tional line is printed for each purchase, payment, sales tax charge, and misc. charge
that occurs after the customers most recent purchase. Invoice History - A copy of every
open invoice for the customer is printed with the statement. No History - The history
information is omitted from the statement.
Printing Statements
Printing Statements For All Customers:
1 Click on Statements on the A/R Main Menu.
2 Click on the Installment/Layaway Statements tab.
3 Make sure that Print All Customers is selected as your Statement Printing Method.
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4 Enter a statement date. This date will print on your statements as the statement date.
5 Select your A/R Categories. Hold the Ctrl key on your keyboard as you click on each category to select
multiple categories. Statements will be printed for every eligible customer in the categories you select.
6 Click on Print to print the statements.
Printing Statements For Selected Customers:
1 Click on Statements on the A/R Main Menu.
2 Click on the Installment/Layaway Statements tab.
3 Make sure that Choose Customer by Name is selected as your Statement Printing Method.
4 Enter a statement date. This date will print on your statements as the statement date.
5 Select your A/R Categories. Hold the Ctrl key on your keyboard as you click with your mouse on each
category to select multiple categories. Statements will be printed for every eligible customer in the catego-
ries you select.
6 Click on Print.
7 You will be asked to select the customer from a list of names on your screen. Enter the first letter of the
customers last name and then press enter. Double click on a customer name in the list. A statement will be
printed for your selected customer.
Emailing Statements
Sending statements via email is identical to printing paper statements except you select a single checkbox
option that instructs Genesis to e-mail statements to customers who were previously determined as eligible by
selecting a checkbox on their customer account. From the statement printing screen, check the box next to E-
mail Customer Statements Instead of Printing and then complete the remaining steps as usual.
Sending Statements for Revolving Type Accounts
Overview
When sending statements to customers, follow these steps.
A Setup Statements.
B Apply Finance Charges (see instructions in previous section).
C Make sure the Send Statements To This Customer option is checked on all customer records for which
you want to print a statement. See instructions in the Changing a Customers Account section.
D Print the statements.
Setting up Statements
You can use these options to customize the appearance of your revolving account statements.
1 Click on Statements on the A/R Main Menu.
2 Click on the Revolving Account Statements tab.
3 Click on the Setup button.
4 Select any combination of setup options to customize the appearance of your statements. See the informa-
tion below these instructions for additional assistance on the individual fields.
5 Click Save.
C Field Detail Installment Statements Setup Screen:
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Payment Due Date - Use this option to determine the due date for customer payments
on your statements.
a) Individual Due Dates - Genesis checks the first payment date on each customer
record and creates a payment due date for the upcoming period based on this entry. The
due date will be on the same day of the month as the first payment date. Example: You
are printing statements on June 30th. The customers first payment date was April 12th.
Genesis will create a payment due date of July 12th for this statement.
b) Blanket Date - Use the same due date for all customers. Select a blanket date if you
choose this option.
Payment Collection Method - Use this option to decide if the customers minimum
payment amount should include past due payments. Current Payment Only - The
minimum payment amount will always be the same as the payment amount entered on
the customer record. Include Missed Payments - The minimum payment amount will
include the current payment amount, and any past due payments.
Payment Calculation Method - Use this option to determine how the customers
minimum payment amount is calculated.
a) Minimum % of Balance - Enter a number in this field to force the minimum payment
amount to be minimum percent of the customers remaining balance. Example: Enter 10
at this prompt to force the minimum payment amount to be at least 10 percent of the
customers account balance.
b) Not Less Than $ - Enter a minimum dollar amount for a customers minimum pay-
ment amount. Any payment less than this dollar amount will be set to this amount. This
does not affect the customer records. It only changes the amount printed on the state-
ment.
Using Company Letterhead - Check this option if your statement forms have your
company address information preprinted at the top of each page. Uncheck this option to
have Genesis print your company address information at the top of each page.
Name and Address - Use this option to enter your companys name and address if you
are not using company letterhead for your statement forms.
Message For Statement - Enter a promotional message you would like to appear on
your statements.
Printing Statements
Printing Statements For All Customers:
1 Click on Statements on the A/R Main Menu.
2 Click on the Revolving Account Statements tab.
3 Make sure that Print All Customers is selected as your Statement Printing Method.
4 Enter a statement date. This date will print on your statements as the statement date.
5 Enter a period starting date and a period ending date. This date range should be identical to the range of
dates you used to applying finance charges to your revolving customer accounts.
6 Select your A/R Categories. Hold the Ctrl key on your keyboard as you click on each category to select
multiple categories. Statements will be printed for every eligible customer in the categories you select.
7 Click on Print to print the statements.
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Printing Statements For Selected Customers:
1 Click on Statements on the A/R Main Menu.
2 Click on the Revolving Account Statements tab.
3 Make sure that Choose Customer by Name is selected as your Statement Printing Method.
4 Enter a statement date. This date will print on your statements as the statement date.
5 Enter a period starting date and a period ending date. This date range should be identical to the range of
dates you used to applying finance charges to your revolving customer accounts.
6 Select your A/R Categories. Hold the Ctrl key on your keyboard as you click on each category to select
multiple categories. Statements will be printed for every eligible customer in the categories you select.
7 Click on Print.
8 You will be asked to select the customer from a list of names on your screen. Enter the first letter of the
customers last name and then press enter. Double click on a customer name in the list. A statement will be
printed for your selected customer.
Emailing Statements
Sending statements via email is identical to printing paper statements except you select a single checkbox
option that instructs Genesis to e-mail statements to customers who were previously determined as eligible by
selecting a checkbox on their customer account. From the statement printing screen, check the box next to E-
mail Customer Statements Instead of Printing and then complete the remaining steps as usual.
Troubleshooting Statement Printing:
Problem: A Statement Did Not Print
Solution: Check the following:
The customer account type is not among the categories you selected for printing.
The Send Statements To This Customer option on the customers record is not checked.
Past due letters cannot be printed for customers who are not eligible to receive statements.
The loan and number of payments prompts on the customer record are not complete.
A customer record is marked as a revolving customer on that customers Billing Information
tab but you are printing installment/layaway statement.
A customer record is not marked as a revolving customer on that customer Billing Informa-
tion tab and you are printing attempting to print revolving statements.
The remaining balance for the customer is zero.
Problem: The Statement Prints Past The Right Edge Of The Page
Solution: Check the following:
The wrong type of printer is selected in the A/R Setup program. Be sure to select a type of
printer (dot matrix, or laser) that matches the printer you are using.
The printer you are using is not a supported printer.
Problem: The Minimum Payment Amount is Not Correct
Solution: Check the following:
The payment amount on the customers record is incorrect.
The customer is past due. Genesis will include all past due payments in the minimum
payment amount by default.
Sending Past Due Letters
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Overview
A Setting Up Past Due Letters
B Printing Past Due Letters
Setting Up Past Due Letters
The first step in printing past due letters is to set up a library of past due letters. Each letter should contain text
that is appropriate to a particular group of past due customers. For example, you might create a letter for
customers that are 30-59 days past due, and a different letter for customers that are more than 120 days past
due. You can then select a different letter when you print past due